Personal Assistant / Executive Assistant to the CEO

Personal Assistant / Executive Assistant to the CEO

Company: Fitness Group Holdings Location: Newcastle West Salary: $90,000 – $100,000 per year Work Type: Part-time Work Arrangement: Onsite

Fitness Group Holdings is experiencing rapid expansion, managing a portfolio of Anytime Fitness clubs with plans for new openings, projects, and business ventures. We operate with speed, ambition, and a commitment to developing strong teams and successful enterprises. We are seeking a highly organised Personal Assistant / Executive Assistant to collaborate closely with the CEO, bringing structure, focus, and follow-through to our dynamic business.

This position extends beyond routine diary management and travel arrangements. The primary objective is to support the CEO in managing diverse projects, priorities, communications, documentation, and competing demands. You will be instrumental in safeguarding the CEO’s time, ensuring key projects advance, information is handled effectively, and actions are pursued to completion. A significant aspect of this role involves utilising monday.com to oversee projects, tasks, deadlines, follow-ups, and accountability across the organisation. You will contribute to creating clarity amidst complexity by managing communications, tracking tasks, coordinating priorities, organising documents, and ensuring no critical items are overlooked. This role is suited for an individual who is proactive, highly organised, and confident in assisting a busy CEO to maintain focus on essential matters.

Key Responsibilities:

• Manage and prioritise the CEO’s calendar, meetings, and daily schedule.
• Protect the CEO’s time by assisting in filtering requests, meetings, and competing priorities.
• Manage the CEO’s inbox, emails, and communications.
• Draft and respond to emails on behalf of the CEO as appropriate.
• Track multiple projects, deadlines, tasks, and action items.
• Utilise monday.com for managing project boards, tasks, timelines, updates, and follow-ups.
• Maintain accurate project trackers, dashboards, and workflows within monday.com.
• Follow up with internal team members, external partners, and stakeholders.
• Prepare meeting agendas, notes, minutes, and action lists.
• Ensure key priorities are progressed and deadlines are met.
• Coordinate communication between the CEO, leadership team, and project stakeholders.
• Manage and organise business documents, files, folders, and records.
• Maintain clear document management systems, naming conventions, and filing processes.
• Ensure important documents are easily accessible, up-to-date, and properly stored.
• Assist with preparing, formatting, and managing reports, presentations, briefing notes, and business documents.
• Help develop simple systems and processes to enhance organisation, document control, and efficiency.
• Handle confidential information and sensitive documents with discretion and professionalism.
• Assist with occasional personal administrative tasks as required.
• Serve as the point person to help keep the CEO organised, focused, and accountable.

About You:

You possess a natural ability to bring order to busy and fast-paced environments. You are highly organised, proactive, and excel at follow-through. You find satisfaction in helping others maintain focus, prioritise effectively, and stay on track. You are comfortable managing numerous concurrent activities and confident communicating with senior individuals. You also recognise the value of robust project systems and document management, understanding that clear project boards, accurate records, organised folders, and easily retrievable information contribute to smoother business operations.

You will be a good fit if you are:

• Highly organised with strong attention to detail.
• Confident in managing multiple projects and priorities simultaneously.
• Experienced and confident using monday.com.
• Excellent at inbox, calendar, document, and task management.
• Proactive and able to anticipate needs.
• Comfortable following up with individuals and ensuring accountability.
• Strong at prioritising what is most important.
• Confident in creating order across files, folders, documents, and records.
• Able to maintain accurate, well-structured, and accessible document systems.
• Calm under pressure and adaptable to change.
• A clear and professional communicator, both written and verbal.
• Tech-savvy and comfortable using Microsoft 365, Google Workspace, monday.com, and other productivity tools.
• Trustworthy, discreet, and professional.
• Someone who enjoys creating structure and enabling others to perform at their best.

You’ll Stand Out If You Have:

• Experience supporting a CEO, founder, business owner, or senior executive.
• Experience as a PA, EA, project coordinator, or operations assistant.
• Strong experience in inbox, calendar, task, and document management.
• Strong experience setting up, maintaining, or improving monday.com boards and workflows.
• Experience managing shared drives, cloud-based folders, templates, reports, or business records.
• Experience in a growing, entrepreneurial, or fast-paced business.
• The ability to improve systems and create better ways of working without direct instruction.

What We Offer:

• The opportunity to work closely with an ambitious CEO and leadership team.
• A varied and meaningful role with genuine responsibility.
• Flexibility and autonomy.
• A collaborative and supportive culture.
• The chance to help organise, prioritise, and support a growing business.