Position
Executive Assistant
Reports to
Managing Director
Operations Manager
Supported by
Third Hemisphere team plus consultants and advisors
Location
Remote work from home / Philippines
Date
ASAP
Term
Full-time
Working hours
Sydney time
THE OPPORTUNITY
Join Mumbrella's Boutique Agency of the Year to work with Mumbrella's PR Professional of the Year and help us grow into APAC's #1 climate, tech, and finance PR Agency!
Third Hemisphere attracts clients such as Asia's leading fintech community platform, Southeast Asia's premier travel technology company, and a global pioneer in cross-border investing technology.
And because we are rapidly-expanding, you will have almost unlimited growth opportunities as you work directly with the founder and executive team.
So if you're a fast-starter who has risen quickly through the ranks of your last PR agency, and have aspirations to run your own country division or agency one day - read on!
WHO WE ARE
Third Hemisphere is a specialist climate, technology and finance PR agency for innovators and leaders who are breaking new ground, and changing the world for the better.
Our purpose is to leave a positive global legacy through being an agency of change, influence, and impact for our clients.
We help challenger brands become category leaders through strategic and consistent coverage in tier-1 and industry-specific media, delivered by media, technology, impact, and capital markets experts.
WHY WORK WITH US
- Purpose: Work with clients who are transforming the world
- Growth opportunities: Help to drive and lead our rapid expansion, including potentially even running an industry or country division in the future
- Empowerment: Flexible and supportive environment to build and challenge you
- Access to leadership: Work with and learn directly from the founder and exec team
- Flexibility: Set your own schedule that works for you
- Good humans only: Unwaveringly supportive, inclusive, and friendly culture
WHAT YOU BRING
Qualifications & Experience
- Minimum of 5 years of experience in operations/executive assistance role in a high-growth professional services firm, ideally public relations
- Experience managing and maintaining organisational databases, ensuring data accuracy, security, integration with other systems, and generating actionable reports to support decision-making.
- Proven experience in project management and scaling teams
- Excellent communication skills and ability to manage expectations with an executive audience
- Ability to learn quickly and adapt to new strategies and technologies or digital marketing tools.
- Self-motivated, proactive, and able to work independently.
- Experience with analytics tools and the ability to interpret data to make informed decisions.
ROLE & RESPONSIBILITIES
This role provides EA support to Third Hemisphere's Operations Manager, Managing Director, and CEO.
The distribution of time apportioned between the three executives and the below activities will be determined in conjunction with the Operations Manager, and in accordance with need.
Overall
- Effectively use, manage, and contribute to Third Hemisphere systems and procedures such as our suite of manuals and software programs, e.g. Monday.com, Google Drive, Telum, WhatsApp, GMass, and others
- Proactively contribute to the harmonious and high-quality performance of the PR delivery team, and the broader agency, at all times
- Employ written and verbal communication that is consistently clear, timely, intelligent, kind, and helpful
- Respect the time of your team, your clients, and yourself
- Coordinate workloads with others when they are on leave, and vice versa, as appropriate
- Display Third Hemisphere's values in all facets of your work:
- Impact: In all moments look for outcomes over mere activities
- Ownership: Take responsibility for your relationships, workload, results, flaws, and achievements
- Excellence: Strive to drive agency results and growth, and produce results that make us all proud
- Humility: Be coachable and also offer coaching; be willing to offer help and also ask for help
General Admin & Executive Assistance
- Support multiple executives concurrently and ensure that time-sensitive items across all calendars and inboxes are tracked and actioned without anything falling through the cracks.
- Handle ad hoc projects and initiatives as requested by the executive, including personal tasks when required (e.g., appointments, bookings, household admin, online purchases, etc.) to reduce cognitive load and make room for business focus.
- Assist the Operations Manager with day-to-day tasks as needed.
- Take initiative to identify what needs to be done without waiting for direction - including solving small hurdles quickly before they become bigger problems.
- Be flexible to take on new and evolving responsibilities as priorities shift with a no task too small, no task too big mindset.
- Coordinate with and take over from other Ops staff when they are on leave, and vice versa.
Diary & Email Management
- Coordinate and manage executives calendars, prioritise commitments, and optimise schedules.
- Coordinate logistics for meetings, conferences, and events.
- Assist with travel plans, including flights, accommodations, and transportation.
- Act as a liaison between the executive and internal/external stakeholders as required, ensuring clear and efficient communication.
- Perform a twice-daily sweep of executives email correspondence, flag urgent matters, action items where possible and follow up threads as needed.
- Manage reminders, deadlines, to-do lists, follow-ups and recurring tasks to ensure nothing is missed and priorities stay on track.
Systems Optimisation
- Research, update, and maintain company databases as required.
- Identify opportunities to streamline, standardise, and automate workflows across all business systems (e.g., Monday.com, GHL, Zapier, internal templates) to enhance efficiency, reduce errors, strengthen data integrity, and support scalable growth.
Cross-Training & Flexible Support
- Engage in ongoing cross-functional exposure to support team development and continuity.
- Provide flexible support across the business as needed including but not limited to client account support and business development.
Screening Activity
Please make a copy of this document (https://docs.google.com/document/d/1NmTCi7FsqMqYzOkt2FanigIzDzOgdOlFPzA6WaLCA1o/edittab=t.0) and save it in your own Google Drive. Change the sharing settings of your copy to Anyone with the link can comment.
Answer all questions in Task 1 and Task 2 directly in your copy of the document.
Once finished, complete this form (https://forms.gle/pjfr4BPR1mAoucaSA) to submit your answers.
Applications missing any required documents will not be reviewed.
