Executive Assistant

About our Client:

Our client mission is simple yet profound: to craft homes that inspire and endure. Guided by a set of core values – integrity, innovation, and client satisfaction – they approach every project with the aim of creating not just houses, but homes that reflect the unique stories and aspirations of their clients. Like their clients they’re locals, and as one of WA’s quality home builders, you’re in the best hands.

About Teamified

Teamified is a talent partner helping companies build exceptional remote teams across IT, software, product, and digital innovation. We collaborate with leading enterprises and fast-scaling tech businesses worldwide to help them access world class talent and accelerate growth. With operations across the globe our mission is to make building high performing global teams simple, fast, and cost-effective. Teamified has hundreds of clients with more than 200 engineers, testers, product managers, designers, and technology experts delivering impactful solutions every day

About the Role:

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support a busy Sales Executive with their daily workflow. This role will be responsible for managing schedules, inboxes, administrative tasks, sales-related follow-ups, and client coordination. If you enjoy staying one step ahead, keeping operations running smoothly, and enabling a leader to work efficiently and effectively, this position will be an excellent fit.

Key Responsibilities

• Manage the Sales Executive’s calendar, ensuring seamless coordination of meetings and appointments.
• Oversee mailbox activity and handle confidential correspondence with professionalism and discretion.
• Prioritize and organize email inboxes, drafting responses and actioning communications when appropriate.

• Handle CRM (HubSpot) data entry, pipeline maintenance, and ongoing management to support sales and client activities.
• Assist with contract management, sales reporting, and general administrative tasks.
• Implement and maintain organized digital filing systems across business and personal documentation.
• Support the preparation of documents, quotes, presentations, and contracts as needed.

Client & Project Support

• Provide ad-hoc support for client requests and communication.
• Monitor outstanding tasks, commitments, and project progress, following up proactively to ensure timely completion.
• Support coordination of sales initiatives, internal deadlines, and client deliverables.

• Identify process gaps and opportunities to improve workflow efficiency.
• Recommend and implement enhancements to administrative systems, communication flows, and operational processes.

About You

• Highly organized with strong attention to detail and accuracy.
• Excellent written communication skills, with confidence managing correspondence on behalf of senior stakeholders.
• Comfortable using digital tools, CRM systems (HubSpot strongly preferred), spreadsheets, and cloud-based filing systems.
• Able to work independently, handle sensitive information with confidentiality, and manage multiple priorities in a fast-paced environment.
• Proactive, resourceful, and committed to delivering high-quality work.

Benefits:

• Flexibility in work hours and location, with a focus on managing energy rather than time.
• Access to online learning platforms and a budget for professional development
• A collaborative, no-silos environment, encouraging learning and growth across teams
• A dynamic social culture with team lunches, social events, and opportunities for creative input
• Health insurance
• Leave Benefits
• 13th Month

If you possess the required skills and are eager to contribute to our team's success, we encourage you to apply for this exciting opportunity. Apply now!