Executive Project Manager / Executive Assistant
WEALTH FOR LIFE I SOUTH MELBOURNE I AUSTRALIA
FULL TIME ROLE
ABOUT THE COMPANY
An organisation that is fast becoming the most recognised and most trusted brand in Australian financial services and real estate investment solutions. A purely results based business who’s end product is clients whose net worth and income continues to increase from the investment solutions provided by the organisation. For over 15 years, the company has serviced over 17,000 clients all over Australia and helped every day hard working Australians commence the journey of replacing their working income with passive income in excess of $150,000 to $200,000 per annum for the rest of their lives. Founded and led by CEO Anthony Peluso, an author, real estate expert, investor, developer and public speaker, Wealth For Life takes a cutting-edge approach, using a tried, tested and proven formula for creating financial freedom for those that have a burning desire to improve their financial position.
POSITION
This role directly supports the Senior Executive of Wealth For Life and the executive staff through a variety of administrative duties, executive projects, and multi-department teams. His/her primary objective is to ensure the Senior Executive strategic initiatives are executed efficiently and expeditiously. The Executive Project Manager is expected to initiate projects with remarkable independence, with an aptitude for anticipating the Senior Executive's next step and overcoming obstacles.
The position is a direct extension of the Senior Executive and carries immense responsibility to represent him with poise, professionalism, and a friendly disposition at all times. To succeed in this role, the Executive Project Manager should have excellent time management and superb communication skills (written and verbal), as they’ll collaborate with various executives and internal teams to deliver exceptional results on extremely tight deadlines. He/she takes personal responsibility for the Founder’s interactions with clients, fostering genuine relationships and inspiring trust in the organisation through texts, phone calls, emails, meetings, and events.
This role does include some duties of a Senior Executive Assistant, such as managing the Executive's calendars and extensive travel schedules, daily monitoring email inbox, directly responding to clients (within prescribed limits) on behalf of the executive, submitting expense reports, designing materials and presentations for meetings, storing digital files in appropriate locations, and more. He/she will attend all the executive's meetings, record and publish polished notes, communicate meeting action items with appropriate parties, and track action items to ensure completion. At times, the Executive Project Manager may be requested to support the executive in personal tasks such as ordering coffee and picking up dry cleaning.
The Executive Project Manager is highly independent. He/she possesses a sharp attention to detail, an exceptional aptitude for finding solutions, and the ability to prioritise his/her workload in a fast-paced and ambiguous environment. The Executive Project Manager eagerly seeks answers, is not afraid to teach himself/herself new skills and manages projects with minimal guidance.
RESPONSIBILITIES
Ensure the Senior Executive's strategic initiatives are executed efficiently and expeditiously.
Independently charter projects, overcome roadblocks, and see projects through to completion within deadlines.
Serve as a professional and tactful intermediary between the Senior Executive and executive staff.
Ensure all administrative responsibilities (as detailed above) are fully executed with the utmost attention to detail, efficiency, and within deadlines.
Represent executives with a high level of professionalism, friendliness, maturity, and customer service in every interaction (internal and external), fostering genuine relationships and inspiring trust in the organisation.
Guard the Senior Executive's time and access as a gatekeeper, determining which meeting requests to approve or deny, in alignment with the executives’ priorities and the organisation’s goals.
Liaison between all departments and at all levels within the organization, tracking any outstanding action items to completion and confidently moving projects forward.
Display superior cross-functional collaboration skills: analytical mindset, resourcefulness, team orientation, clear communication.
Leverage Google Suite programs, Active Campaign, Asana, and other technology to accomplish tasks, with a strong willingness to learn new software and workflows if needed.
Complete duties independently and prioritise his/her workload, in alignment with the organisation’s mission, vision, and goals.
Follow applicable processes and procedures as well as write and maintain processes for their own responsibilities.
Exhibit a “can-do,” positive attitude at all times.
REQUIREMENTS
Proven experience in executing an Executive's strategic initiatives through project management.
Excellence in organisation, planning, problem solving, and effective management of resources.
Superior communication skills, both written and verbal. Include the ability to draft responses on behalf of the Senior Executive with all attempts made to retain the executive's voice and tone.
Aptitude for building relationships with professionals at all levels of the organisation and with clients, both in-person and remotely.
Ability to collaborate with other executives and team members while working under pressure and while considering the perspectives of multiple personalities.
Resolve any issues or problems presented by clients or staff, to include addressing complaints and designing solutions with the utmost professionalism and a desire for win-win outcomes.
Ability to look at things from different angles and ask questions to seek a better understanding.
Desire for continuous improvement and eagerness for learning new skills (often self-taught)
Swift adaptability to changes in process and priorities.
Self-starter who is able to work independently and with minimal supervision.
Experience juggling multiple projects and recurring duties simultaneously, ensuring efficient completion within deadlines and sharp attention to detail.
Ability to maintain poise, professionalism, and positivity at all times.
Willingness and ability to work extended hours or weekends as needed to support the occasional local client events or special projects.
The ideal candidate will possess a willingness to respond to texts, emails, and calls from the Senior Executive, executives, staff, and clients outside of standard office hours.
Proven experience in storing and retrieving digital files, maintaining databases, managing multiple calendars, scheduling travel, monitoring multiple email inboxes, recording notes, and designing meeting materials.
Must possess a valid/active driver’s license and a functioning vehicle.
EDUCATION
Bachelor’s degree in a business-related field is preferred.
A high-level overview of general business activities is preferred (operations, marketing, human resources, and finance).
3 years’ work experience as an Executive Assistant, Project Manager, Senior Project Manager, Senior Project Specialist, or similar role.
Substantial experience with Google Suite (Sheets, Documents, Gmail, Calendars, Slides) and basic PDF editing functions.
Experience with Active Campaign and Zoom preferred.
This is full-time Monday to Friday 9am to 6pm, with additional hours/times and might require some travel. Wealth For Life is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, colour, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, or any other status protected under federal, state, or local law.
ENQUIRE OR APPLY FOR THIS ROLE
If you’d like to submit a cover letter or CV please send as an attachment to lhay@wealthforlife.com.au