Practice & Executive Coordinator – CG

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🔥 9 minutes ago

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Hunt St

WebsiteLinkedInAll Job Openings

1 - 10 employees

🎯 Recruiter

👥 HR Tech

🤝 B2B

Recruitment • HR Tech • B2B

Hunt St is an Australia-based recruiting firm founded by brothers Shaun and Eliot with the aim of helping small and medium-sized enterprises (SMEs) hire top offshore talent directly, avoiding the high costs associated with traditional outsourcing agencies. The company offers a unique one-time finder's fee model, enabling clients to save significantly on recruitment costs. They provide comprehensive services including job postings, candidate screenings, interviews, and legal support for compliant remote hiring. Hunt St specializes in sourcing talent from countries like the Philippines, Nepal, Indonesia, and India, offering a transparent and ethical hiring process that allows businesses to provide fairer compensation to employees while ensuring stringent security and compliance measures are met.

📋 Description

• Calendar and meeting management • Email triage and drafting responses • Task management and follow-up • Travel and event bookings • Board and committee support (e.g. Faybl Advisory Board) • Meeting agenda and minute preparation** • Client onboarding coordination • Preparation of meeting paperwork • Follow-up implementation tracking • Client review scheduling • Data entry and CRM maintenance (Intelliflo) • Processing service requests • Managing annual review workflow • Workflow management and task monitoring • Process documentation and SOP maintenance • Vendor management • Monitoring adviser KPIs • Managing adviser licensing and CPD records • Assisting with BAS preparation checklist administration • Managing AI meeting note workflows • Prompt library development • Testing and documenting AI processes • Maintaining knowledge bases • Assisting with Faybl and Intelliflo integration workflows • Researching new AI tools and efficiencies • Market and competitor research • Prospect database management • Referral partner administration • Event coordination • Preparation of business reports • Research for client presentations

🎯 Requirements

• 3+ years of experience in an Executive Assistant, Practice Coordinator, Client Services, or Operations role, ideally supporting an Australian professional services business. • Exceptional organisational and time management skills, with the ability to manage multiple priorities and meet deadlines. • Strong written and verbal English communication skills. • Experience managing calendars, inboxes, meetings, travel arrangements, and executive administrative tasks. • Experience coordinating client service workflows, including onboarding, meeting preparation, follow-ups, and ongoing client administration. • Strong attention to detail with the ability to maintain accurate records, documentation, and CRM data. • Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint) and cloud-based business applications. • Comfortable learning and adopting new technologies, AI tools, and business systems. • Ability to work independently, take initiative, and proactively solve problems in a remote environment. • Interest in technology, automation, and continuous process improvement. • Understanding of adviser compliance, licensing, CPD administration, or BAS-related administrative processes. • Experience supporting an Australian financial planning, accounting, wealth management, or professional services firm. • Experience using Intelliflo, Xplan, or other financial planning CRMs. • Familiarity with workflow management platforms and process documentation. • Exposure to AI tools such as ChatGPT, Microsoft Copilot, or AI meeting assistants. • Experience creating SOPs, maintaining knowledge bases, or improving business processes. • Experience coordinating events, referral partner activities, or business development initiatives.