Why This Role ExistsSpot On Warehouse Solutions is in full-blown growth mode - scaling nationally, rolling out major systems, acquiring businesses, building new divisions, and leading from the front.The MD is at the heart of it all - driving strategy, leading commercial negotiations, building partnerships, managing people, solving problems and still chasing his calendar, approving invoices, and juggling personal admin.That's no longer sustainable.This role exists to take the noise, the friction, and the daily chaos off his plate - and replace it with clarity, control, and commercial focus.You'll protect his time, prep key conversations, track outcomes, build internal rhythm, and make sure nothing slips - in the business or in life.This is not a support role.This is a performance partner.
A personal gatekeeper.
A strategic enabler.You'll be the reason the MD can lead faster, think clearer, and drive harder - without burning out or losing sight of what matters most.If you love pace, thrive in ambiguity, and want a front-row seat to real leadership and business building - this is it.This is our first-ever EA/PA hire.
We've built the business from the ground up - now it's time to build this role with the right person.
Someone who can own the chaos, bring structure, and multiply output across both work and life.
What You'll Actually Do Executive EnablementManage the MD's calendar like a battlefield - protect what matters, eliminate distractionsShadow important meetings and capture the unsaid - tone, timing, tensionTrack, prepare, and follow through on key conversations (legal, HR, board, partners)Create briefing packs with historical context so the MD shows up sharp every timeMaintain the MD's personal OKRs and priority stackBuild and run the Leadership Rhythm - 1:1s, ops huddles, team reviews, deep work blocksChase reports and dashboards so you see issues before they escalateFilter inboxes and incoming requests - only what matters makes it throughBe the emotional temperature gauge - and speak up when the tank is empty Commercial & Project Coordination (Short-Term Priority)Support MD in reviewing project/job revenue vs. costings during onboardingFlag margin red flags or process issuesHelp define and shape the Billing & Costing Coordinator role and assist with hiringSupport commercial decision-making by surfacing what's working and what's not Process,



Systems & DocumentationMonitor adherence to internal processes - and escalate breakdowns earlyCoordinate updates to SOPs and training modules in TrainualCapture tribal knowledge and turn it into documented, scalable playbooksKeep internal systems aligned with reality, not theory Hiring & People SupportAssist with hiring coordination: screening, interview bookings, reference checksSupport onboarding for current senior hires (meetings, induction flow, admin setup)Draft contracts, NDAs, and team letters with HR/legal where neededHelp organise internal events, supplier dinners, and offsite meetings Personal & Life LogisticsCoordinate personal appointments, household admin, family commitmentsBook travel, organise holidays, and finally get the MD a proper breakLiaise with external providers discreetly and professionallyKeep life calm, clear, and moving - so leadership can run hard without friction Who You AreYou've got presence.You can read a room, hold your ground, and say "no" when it protects what matters.You don't just take notes - you capture conversations, track energy shifts, and plan the follow-through before the meeting ends.
You bring calm to the storm, sanity to obscurity, and structure to the noise.You've supported senior leaders or founders in fast-moving, high-accountability environments - and made their lives 10x easierYou're composed, grounded, and unfazed by pressureYou organise chaos, shine a light in the darkness, and never lose sight of what actually needs to happen nextYou can flex between strategy and scheduling, personal admin and boardroom prep - without skipping a beatYou're emotionally intelligent, commercially sharp, and confident calling out what others avoidYou're not passive.
You lead from behind, and people feel itYou don't chase praise - but you always get the nod of respect Success Looks Like The MD is operating externally - meeting customers, closing deals, driving growthYou've taken control of what comes in, when it gets handled, and how it's followed upLeadership meetings have rhythm, reporting has consistency, and follow-up is seamlessCosting red flags are surfaced, hiring is supported,



and process improvements stickThe MD takes his first real holiday in years - and doesn't once open his inboxYou're trusted, relied on, and respected as the reason everything runs betterWhat You'll Need5+ years in a senior EA/PA, project coordinator, or ops partner roleExperience managing calendars, comms, meetings, and operational flowAbility to review cost data, billing trails, and job tracking reports (or learn fast)You're fluent in Microsoft 365 - Outlook, Teams, SharePoint, Excel, Word, and PowerPoint are second natureYou've used (or can quickly learn) workflow tools like Asana, ClickUp, or similar - and know how to chase what's overdueYou're familiar with training & process platforms (e.g. Trainual, Notion, Confluence) and love helping make processes clearerYou've worked with invoice, purchase order, or finance tools like Lightyear, Xero, MYOB, or ApprovalMax - enough to track what's missing and ask smart questionsYou adapt fast to new systems, apps, and dashboards - and often teach others how to use them betterSound judgment, maturity, and emotional intelligenceAbsolute discretion and loyaltyFlexibility for occasional travel How to ApplyIf you're looking for a comfy, clock-in, clock-out kind of role - this isn't it.But if you're the one who:Organises the organisersBrings order to moving parts before they collideSpots the gaps no one else sees and quietly solves themCan juggle meetings, margin reports, leadership prep, and life logistics - without breaking a sweatDoesn't just take direction - but thinks ahead, speaks up, and takes ownershipThen we want to meet you.How to ApplyWe're not interested in formal cover letters or cookie-cutter intros.Instead, send us a short video (2 minutes or less) that shows us who you are and why you're the one.Tell us:- How you've been the calm in the storm - the organiser of organisers- A time you made someone's life 10x easier (and how you did it without needing to be asked)- Why this role speaks to you - and what you'll bring to the seatNo need to be overly polished - just be clear, real, and you.Upload to YouTube (unlisted), Vimeo, Loom, or WeTransfer - and drop the link with your resume or LinkedIn profile.If video's a no-go for you (and you're otherwise the perfect fit), write us something punchy instead.But if you can show up on screen, we'd love to meet you there first.If you've ever been called "a machine," "a unicorn," or "the glue that holds it all together" - this role was built for you.

📌 Executive Assistant (Brisbane)
🏢 Spot On Warehouse Solutions
📍 Brisbane