Heart Financial is a growing heart led organisation committed to providing personalised, client-focused financial solutions with integrity and transparency. We offer a comprehensive range of lending services, including but not limited to residential, commercial, asset, and personal loans, ensuring tailored financial solutions that put our clients' needs first.

About the position

As the CEO’s Executive Assistant, you will provide high-level support, manage her schedule, and act as a key point of contact. This role requires a proactive, highly organised professional who thrives in a fast-paced environment.
This position requires a high level of stakeholder management, exceptional organisational skills and the ability to handle multiple projects and tasks within a confidential context.

Key responsibilities

This role will be responsible for:

• Optimise the CEO’s schedule and communications. Take charge of managing the director's calendar, prioritizing tasks, and coordinating meetings and travel to drive maximum efficiency, while supporting senior leadership as needed.
• Facilitate seamless communication across all levels, internally and externally, ensuring swift, proactive responses to the director's needs and supporting the execution of key strategic priorities.
• Lead research efforts, craft compelling reports and presentations, and serve as a key voice for the director, ensuring clear, consistent communication across the organisation and with stakeholders.
• Own the coordination of board meetings, ensure timely and accurate information flow, and support internal processes, keeping the directors and leadership team aligned.
• Manage day-to-day office operations, build strong external relationships, organise impactful team events.
• Managing accounts and invoicing via Xero.
• Handle expense reports and budget tracking for the executive office
• Manage special projects as assigned by the Director
• Managing adhoc tasks assigned by the Director

About you:

• Proven experience as a Executive Assistant or similar role
• Exceptional written and verbal communication skills.
• Strong organisational and time-management skills.
• Proficiency in office software (e.g., Microsoft Office Suite,)
• Ability to handle multiple tasks and prioritise effectively.
• High level of discretion, reliability professionalism and attention to detail.
• The ability to proactively and persistently resolve issues as they arise.
• Strong interpersonal skills to build and maintain relationships.
• The ability to work with a sense of urgency and anticipate internal/external stakeholder expectations.
• A genuine interest in collaborating with team members to co-ordinate and arrange stakeholder and company events.

Desirable

• Experience working with Xero or other book keeping software.
• Experience with Marketing software (Canva) / experience in Marketing
• Experience in the finance industry

Other

For the duration of employment, the incumbent is required to:

• pass and maintain a National Police Record Check; and
• be legally allowed to work within Australia

At Heart Financial, we are more than just a financial services company—we are a team driven by purpose, integrity, and a commitment to empowering our clients. We believe in fostering a supportive and dynamic work environment where innovation, collaboration, and professional growth thrive. As part of our team, you will have the opportunity to work closely with leadership, contribute to meaningful projects, and make a real impact in the financial wellness of our clients. If you are looking for a role where you can grow, be valued, and truly make a difference, we would love to hear from you!

Benefits of Working with Us:

• Professional development opportunities.
• Supportive and collaborative team culture.
• Birthday leave – because your special day should be celebrated!
• Opportunities to grow with our growing company

Please note this is a full time in office role.