Executive Assistant & Accounts Receivable Specialist

Executive Assistant to the CEO & Head of Operations

Company: AML Partners

Location: Remote; Philippines-based candidates preferred

Role focus: Executive support, Accounts Receivable, Operations, and client coordination

About AML Partners

AML Partners helps Australian conveyancers and real estate professionals manage their Anti-Money Laundering and Counter-Terrorism Financing (AML/CTF) compliance obligations. We work with a growing client base and manage a high volume of daily communications, operational activities, meetings, and business projects.

The Opportunity

We are looking for a proactive, resourceful, and detail-oriented Executive Assistant to support our CEO and Head of Operations & Growth. This is not a role for someone who simply waits for instructions. We need someone who anticipates needs, follows through on commitments, manages competing priorities, and takes ownership of tasks from start to finish.

You will work closely with both executives, coordinate across teams, and help ensure that client commitments, business priorities, and internal projects are handled efficiently.

Key Responsibilities

Executive assistance and calendar management

• Manage and coordinate calendars, meetings, appointments, and schedules for the CEO and Head of Operations & Growth.
• Organize meeting invitations, prepare agendas, and capture meeting notes and action items.
• Monitor deadlines and remind executives of important commitments.
• Help prioritize requests and manage competing demands on executive time.

Email and client communications

• Assist with organizing and prioritizing executive inboxes and incoming requests.
• Coordinate client and stakeholder follow-ups and ensure timely responses.
• Draft professional emails, internal announcements, meeting summaries, and business correspondence.
• Escalate urgent or sensitive matters to the appropriate executive.

Task and project management

• Maintain task trackers and follow up with team members on outstanding deliverables.
• Monitor project timelines, identify bottlenecks, and proactively flag delays.
• Coordinate cross-functional projects and ensure action items are completed.
• Prepare concise daily or weekly updates on priorities, progress, and pending decisions.
• Operations and administrative support
• Assist with client onboarding coordination, document organization, reporting, and operational administration.
• Help prepare presentations, spreadsheets, reports, and standard operating procedures.
• Support internal meetings, recruitment coordination, and other business initiatives as required.
• Identify opportunities to streamline workflows and improve team productivity.

Confidentiality and executive support

• Handle confidential client, employee, financial, and business information with discretion.
• Exercise sound judgment when making routine decisions and know when to seek approval.
• Maintain accurate records and ensure important information is organized and accessible.
• Take ownership of delegated tasks and provide consistent follow-through.

What We're Looking For

• At least 3 years of experience as an Executive Assistant, Virtual Assistant supporting executives, or in a comparable senior administrative role.
• Excellent written and verbal English communication skills.
• Exceptional organizational skills and attention to detail.
• Strong time management and the ability to manage multiple priorities without constant supervision.
• A proactive mindset, with the confidence to follow up with executives, managers, and team members.
• Strong problem-solving skills, initiative, and sound professional judgment.
• High proficiency with Google Workspace or Microsoft 365, calendars, spreadsheets, and video conferencing tools.
• Experience with project management platforms such as ClickUp, Trello, or Asana.
• Experience with CRMs such as GoHighLevel is an advantage.
• A high level of professionalism, accountability, and discretion.
• Experience in professional services, financial services, compliance, real estate, or another client-focused business is highly desirable.

What Success Looks Like

• Both executives have clear visibility of their schedules, priorities, and commitments.
• Meetings are organized, and action items are documented and followed through.
• Client requests and internal communications are handled promptly and professionally.
• Outstanding tasks are actively tracked instead of being forgotten or repeatedly chased by leadership.
• Potential problems are identified early, with practical solutions proposed.
• Executives spend less time on administrative coordination and more time on strategic priorities and business growth.