Job Description
Why This Role Exists
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Spot 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.
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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.
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That's no longer sustainable.
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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.
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You'll protect his time, prep key conversations, track outcomes, build internal rhythm, and make sure nothing slips - in the business or in life.
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This is not a support role.
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This is a performance partner. A personal gatekeeper. A strategic enabler.
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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.
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If you love pace, thrive in ambiguity, and want a front-row seat to real leadership and business building - this is it.
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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.
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What You'll Actually Do
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Executive Enablement
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Manage the MD's calendar like a battlefield - protect what matters, eliminate distractions
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Shadow important meetings and capture the unsaid - tone, timing, tension
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Track, prepare, and follow through on key conversations (legal, HR, board, partners)
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Create briefing packs with historical context so the MD shows up sharp every time
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Maintain the MD's personal OKRs and priority stack
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Build and run the Leadership Rhythm - 1:1s, ops huddles, team reviews, deep work blocks
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Chase reports and dashboards so you see issues before they escalate
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Filter inboxes and incoming requests - only what matters makes it through
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Be the emotional temperature gauge - and speak up when the tank is empty
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Commercial & Project Coordination (Short-Term Priority)
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Support MD in reviewing project/job revenue vs. costings during onboarding
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Flag margin red flags or process issues
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Help define and shape the Billing & Costing Coordinator role and assist with hiring
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Support commercial decision-making by surfacing what's working and what's not
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Process, Systems & Documentation
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Monitor adherence to internal processes - and escalate breakdowns early
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Coordinate updates to SOPs and training modules in Trainual
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Capture tribal knowledge and turn it into documented, scalable playbooks
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Keep internal systems aligned with reality, not theory
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Hiring & People Support
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Assist with hiring coordination: screening, interview bookings, reference checks
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Support onboarding for new senior hires (meetings, induction flow, admin setup)
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Draft contracts, NDAs, and team letters with HR/legal where needed
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Help organise internal events, supplier dinners, and offsite meetings
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Personal & Life Logistics
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Coordinate personal appointments, household admin, family commitments
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Book travel, organise holidays, and finally get the MD a proper break
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Liaise with external providers discreetly and professionally
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Keep life calm, clear, and moving - so leadership can run hard without friction
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Who You Are
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You've got presence.
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You can read a room, hold your ground, and say "no" when it protects what matters.
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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.
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You've supported senior leaders or founders in fast-moving, high-accountability environments - and made their lives 10x easier
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You're composed, grounded, and unfazed by pressure
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You organise chaos, shine a light in the darkness, and never lose sight of what actually needs to happen next
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You can flex between strategy and scheduling, personal admin and boardroom prep - without skipping a beat
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You're emotionally intelligent, commercially sharp, and confident calling out what others avoid
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You're not passive. You lead from behind, and people feel it
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You don't chase praise - but you always get the nod of respect
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Success Looks Like
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The MD is operating externally - meeting customers, closing deals, driving growth
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You've taken control of what comes in, when it gets handled, and how it's followed up
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Leadership meetings have rhythm, reporting has consistency, and follow-up is seamless
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Costing red flags are surfaced, hiring is supported, and process improvements stick
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The MD takes his first real holiday in years - and doesn't once open his inbox
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You're trusted, relied on, and respected as the reason everything runs better
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What You'll Need
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5+ years in a senior EA/PA, project coordinator, or ops partner role
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Experience managing calendars, comms, meetings, and operational flow
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Ability to review cost data, billing trails, and job tracking reports (or learn fast)
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You're fluent in Microsoft 365 - Outlook, Teams, SharePoint, Excel, Word, and PowerPoint are second nature
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You've used (or can quickly learn) workflow tools like Asana, ClickUp, or similar - and know how to chase what's overdue
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You're familiar with training & process platforms (e.g. Trainual, Notion, Confluence) and love helping make processes clearer
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You've worked with invoice, purchase order, or finance tools like Lightyear, Xero, MYOB, or ApprovalMax - enough to track what's missing and ask smart questions
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You adapt fast to new systems, apps, and dashboards - and often teach others how to use them better
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Sound judgment, maturity, and emotional intelligence
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Absolute discretion and loyalty
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Flexibility for occasional travel
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How to Apply
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If you're looking for a comfy, clock-in, clock-out kind of role - this isn't it.
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But if you're the one who:
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Organises the organisers
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Brings order to moving parts before they collide
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Spots the gaps no one else sees and quietly solves them
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Can juggle meetings, margin reports, leadership prep, and life logistics - without breaking a sweat
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Doesn't just take direction - but thinks ahead, speaks up, and takes ownership
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Then we want to meet you.
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How to Apply
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We're not interested in formal cover letters or cookie-cutter intros.
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Instead, send us a short video (2 minutes or less) that shows us who you are and why you're the one.
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Tell us:
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- How you've been the calm in the storm - the organiser of organisers
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- A time you made someone's life 10x easier (and how you did it without needing to be asked)
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- Why this role speaks to you - and what you'll bring to the seat
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No need to be overly polished - just be explicit, real, and you.
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Upload to YouTube (unlisted), Vimeo, Loom, or WeTransfer - and drop the link with your resume or LinkedIn profile.
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If video's a no-go for you (and you're otherwise the perfect fit), write us something punchy instead.
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But if you can show up on screen, we'd love to meet you there first.
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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