Executive Assistant and Office Manager at InDebted

Role Overview

InDebted is an AI-native debt resolution company operating across Australia, the US, the UK, New Zealand, Canada and the UAE. As we step into our next chapter with a new CEO and leadership team, we are seeking a proactive and highly organised Executive Assistant and Office Manager to keep our Executive Leadership Team running smoothly and to make our Sydney office the best place for our team to do their best work.

Reporting to the CEO and supporting the full Executive Leadership Team, you will manage calendars across time zones, travel, expenses and the logistics behind our leadership and board meetings, while making our Sydney office at 333 Kent Street a great place to work. The ideal candidate understands the rhythm of the work, anticipates issues and opportunities before they arise, is highly organised and makes sensible decisions to improve how things run without needing to be asked.

Key Responsibilities

Executive Support

• Manage calendars across the Executive Leadership Team, coordinating meetings across Australian, US, UK and UAE time zones and resolving conflicts before they become problems.
• Triage inboxes for the executives you support, flagging what needs their attention, handling what does not and making sure nothing falls through the cracks.
• Learn the rhythm of each executive's work so you can anticipate what is coming and have everything ready ahead of time.

Travel & Expenses

• Book and manage travel end to end for the Executive Leadership Team, including flights, accommodation, itineraries, ground transport and any changes along the way in a thoughtful way.
• Process expenses and reconciliations accurately and on time, working closely with our Finance team.

Leadership Meetings, Board & Events

• Coordinate the logistics for leadership and board meetings, including scheduling, venues, catering, materials and travel for attendees.
• Plan and run offsites, and look after visiting executives, clients and guests so that every visit runs smoothly from arrival to departure.
• Partner with our Communications team to coordinate company events.

Sydney Office Management

• Run the Sydney office day to day as the first point of contact for suppliers, building management, facilities and office supplies, so the team can focus on their work.
• Manage office access and visitors, and work with our IT and People Operations teams so that new starters have everything they need from their first day.
• Own the experience of our Sydney office so it is the best place for our team to work, from the environment and the rituals to the small details that make people want to come in and that reflect InDebted's culture.

AI & Automation

• Use AI tools every day to work faster and smarter across scheduling, drafting, summarising and planning.
• Spot repetitive work across the executive team and the office, and build simple AI tools and automations that take it off everyone's plate.

Experience & Qualifications

• Proven experience as an Executive Assistant, Office Manager or in a similar role, ideally supporting several senior leaders in a fast-paced and growing business.
• A track record of managing complex calendars and travel across multiple time zones, where accuracy and attention to detail really matter.
• Experience running an office or workplace, including suppliers, facilities and events.
• Confident use of Google Workspace and a demonstrated habit of using AI tools to draft, summarise, plan and automate your work.
• Clear and professional written and verbal communication, with the ability to build strong relationships with people at every level of the business.
• Experience handling confidential and sensitive information with complete discretion.

Personal Attributes

• Proactive and forward thinking, anticipating issues and opportunities and acting on them before being asked.
• Highly organised and detail obsessed with excellent time management skills. Able to effectively and efficiently manage change at short notice.
• Understands the rhythm of the work and makes decisions that improve efficiency, needing little direction to get things done.
• Good judgement, knowing when to act independently and when to bring something to the right person.
• Plugged in and thoughtful, with a genuine interest in how the business and the people in it work.
• Trustworthy and discreet, with the maturity to handle confidential information across the leadership team and the board.

Hiring Process

Our hiring process is designed to give you a real feel for the role and for how we work, and it includes the following steps:

• An initial screening call.
• An interview with the hiring manager.
• A values interview with a leader from another function and a peer.
• A practical exercise where you show us how you use AI tools in your work.