Practice & Executive Coordinator – CG

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Management of calendars and meetings

• Triage of emails and drafting of responses

• Coordination of tasks and follow-up actions

• Arranging travel and events

• Support for boards and committees (e.g., Faybl Advisory Board)

• Preparation of meeting agendas and minutes

• Coordination of client onboarding processes

• Preparation of documentation for meetings

• Tracking the implementation of follow-ups

• Scheduling client reviews

• Data entry and maintenance of CRM systems (Intelliflo)

• Processing service requests

• Management of annual review workflows

• Monitoring workflows and tasks

• Documentation of processes and maintenance of SOPs

• Management of vendor relationships

• Monitoring of adviser KPIs

• Oversight of adviser licensing and CPD records

• Assistance with BAS preparation checklist management

• Management of AI meeting note workflows

• Development of a prompt library

• Testing and documentation of AI processes

• Maintenance of knowledge bases

• Assistance with the integration workflows of Faybl and Intelliflo

• Researching new AI tools and efficiencies

• Conducting market and competitor research

• Management of the prospect database

• Administration of referral partners

• Coordination of events

• Preparation of business reports

• Conducting research for client presentations

⛳️ Requirements

• Over 3 years of experience in an Executive Assistant, Practice Coordinator, Client Services, or Operations role, preferably within an Australian professional services firm.

• Outstanding organizational and time management abilities, capable of handling multiple priorities and meeting deadlines.

• Excellent written and verbal communication skills in English.

• Experience in managing calendars, inboxes, meetings, travel arrangements, and administrative tasks for executives.

• Proven experience in coordinating client service workflows, including onboarding, meeting preparations, follow-ups, and ongoing client support.

• High attention to detail, ensuring accurate record-keeping, documentation, and CRM data management.

• Proficiency in Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint) and other cloud-based business applications.

• Willingness to learn and adapt to new technologies, AI tools, and business systems.

• Ability to work autonomously, take initiative, and proactively tackle challenges in a remote setting.

• Interest in technology, automation, and ongoing process enhancements.

• Understanding of adviser compliance, licensing, CPD administration, or BAS-related administrative tasks.

• Background in supporting an Australian financial planning, accounting, wealth management, or professional services organization.

• Familiarity with using Intelliflo, Xplan, or other financial planning CRMs.

• Experience with workflow management platforms and process documentation.

• Exposure to AI tools like ChatGPT, Microsoft Copilot, or AI meeting assistants.

• Experience in creating SOPs, maintaining knowledge bases, or enhancing business processes.

• Background in coordinating events, referral partner initiatives, or business development efforts.

🏝️ Benefits

• Competitive salary

• Opportunities for professional development

• Flexible working hours

• Supportive team environment

• Access to cutting-edge technology and tools