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Executive Assistant

June 29, 2026

Firmable is the market-leading B2B sales intelligence platform in Asia-Pacific. Our competitive moat is our data: the deepest, most localised company and people dataset in every market we operate in. We've proven the model in ANZ. Now we're scaling it across Southeast Asia and the US.Senior teams move at the speed of the operator supporting them. This role keeps the leadership engine and the India team running clean.<h2>The Role</h2>Executive Assistant provides hands-on support to Firmable's Melbourne-based co-founder and CTO, and acts as the local coordinator for our India team. You will own diary, travel, document prep, and operational coordination across two time zones, while being the on-the-ground point of contact for our India-based engineering and operations colleagues.This is not a calendar-only role. You'll prep documents and decks using AI, coordinate India team logistics end to end, support People Lead on admin, and own the operational layer that lets leadership focus on the work that only they can do. There is scope for the role to grow into people operations over time; the first six months are focused on executive and team coordination.This is a remote role with strong scope to work closely with our founders, leadership team, and the full India team.~50% executive support. ~30% India team coordination. ~20% people and operations administration.<h2>What You'll Own</h2>Executive Support (50%)<ul><li>Diary and meeting management: scheduling for the co-founder across AU and India time zones</li><li>Document and deck preparation: producing briefing notes, decks, and meeting prep using AI tools</li><li>Travel and hospitality: booking flights, accommodation, and restaurants for leadership and visiting team members</li><li>Recognition and gifts: coordinating gift vouchers, recognition items, and team gifts</li></ul>India Team Coordination (30%)<ul><li>On-the-ground point of contact: the local coordinator for the India team</li><li>Local logistics: office visits, team events, offsites, catering</li><li>Vendor management: liaising with vendors and service providers in India</li><li>Equipment logistics: new hire setup, returns, repairs, redeployment of laptops and equipment</li><li>New starter onboarding: logistics and coordination angle, including equipment, welcome, and Day 1 readiness</li></ul>People and Operations Administration (20%)<ul><li>People Lead support: data entry, leave tracking, onboarding tasks</li><li>Forms and submissions: completing uploads and paperwork so senior leaders only need to review or sign</li><li>India payroll coordination: inputs and follow-ups with VentureEasy and Razorpay (no calculations)</li><li>Ad hoc administrative support: as needs arise</li></ul><h2>What We're Looking For</h2>Must Haves<ul><li>1–2 years experience in an EA, administration, operations coordinator, or similar role</li><li>Previous experience working in a fully remote role</li><li>Strong written and verbal English</li><li>Excellent organisation, follow-through, and attention to detail</li><li>Discretion with confidential information</li><li>You live and breathe AI tools. You use AI (ChatGPT, Claude, Gemini, or similar) for document drafting, meeting prep, research, and workflow automation as your default way of working, not a productivity experiment. This is not a "nice to have": almost everything we'll ask you to do will involve using AI to do it faster and better.</li></ul>Highly Valued<ul><li>Prior experience coordinating across AU and India time zones</li><li>Experience supporting a founder or C-level executive in a scale-up</li><li>Familiarity with HRIS, payroll platforms, or operations tools</li><li>Startup or scaleup background where you've had to build the standard, not inherit it</li></ul><h2>The Environment</h2>Firmable runs lean and ships fast: small senior teams, no layers, minimal process. You'll work remotely with strong scope to engage with founders, leadership, and the India team day to day.We are an AI-native organisation. That means AI isn't a tool we reach for: it's the default operating mode. AI-assisted document prep, automated scheduling support, agentic research. If you're not already working this way, this role isn't right for you.<h2>Why This Role</h2><ul><li>Direct line to founders: support a co-founder and CTO daily, with real proximity to how decisions get made</li><li>Two-country scope: sit at the centre of AU and India operations, with broader influence than a standard EA role</li><li>Real career runway: scope to grow into people operations as the function develops; the ceiling is set by output, not tenure</li></ul>

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...

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