Available Position (Company name withheld)

Position: Executive Assistant & Appointment Setter
Location: Remote; Sri Lanka
Hours: Full-time – 5:30am - 1:30pm, IST Colombo time

Are you a highly organised, proactive Executive Assistant who thrives on keeping busy founders focused, productive, and ahead of the game — while also being confident on the phone and skilled at turning conversations into booked appointments?

We’re looking for a Mid to Senior-level Executive Assistant & Appointment Setter to work directly with the Founder of a fast-growing Australian property business. This is a dual-function role that blends traditional executive support with active database management, outbound engagement, and appointment setting.

This is far more than a traditional diary management role. You’ll become the Founder’s trusted right hand — anticipating needs, managing priorities, coordinating stakeholders, and ensuring nothing falls through the cracks. At the same time, you’ll play a key role in keeping the business’s lead pipeline active, following up with prospects, onboarding new clients, and driving the day-to-day operational rhythm of the business.

Your Main Responsibilities 

Appointment Setting & Database Management

• Conduct outbound calls to warm and cold leads on behalf of the Founder, with the goal of booking qualified appointments.
• Manage text and WhatsApp follow-up sequences across an active contact database, keeping leads engaged and progressing through the pipeline.
• Maintain accurate CRM records for all lead interactions, follow-up activity, and appointment outcomes.
• Track lead status, follow-up schedules, and pipeline activity to ensure no contact goes cold.
• Proactively identify re-engagement opportunities within the existing database.

Client Communication & Onboarding

• Serve as a professional point of contact for clients, managing enquiries, follow-ups, and ongoing communication to deliver an exceptional client experience.
• Coordinate and manage the client onboarding process — sending welcome packs, booking initial strategy sessions, and ensuring new clients are set up correctly from day one.
• Manage onboarding checklists and follow through on all onboarding tasks to completion.
• Track referral activity and support referral follow-up and acknowledgement processes.

Calendar & Appointment Management

• Coordinate meetings, client appointments, and calls across multiple time zones.
• Structure the Founder’s calendar for focus and efficiency, proactively resolving scheduling conflicts before they arise.
• Manage appointment confirmations, rescheduling, and reminders.

Inbox & Email Management

• Organize and maintain a clean, well-managed inbox, ensuring important matters are escalated and nothing is missed.
• Draft professional responses and correspondence on behalf of the Founder.
• Manage and send follow-up email sequences to leads and clients as required.

Proactive Follow-Ups & Communication Tracking

• Track ongoing conversations, commitments, and action items with clients, team members, and external stakeholders.
• Monitor key communication channels including Slack, filter non-essential information, and surface only what genuinely requires the Founder’s attention.
• Keep all priorities moving forward without the Founder needing to chase updates.

Daily Summaries & Reporting

• Provide clear, structured end-of-day updates covering completed tasks, ongoing priorities, outstanding actions, and matters requiring decisions or input.
• Keep the Founder informed and ahead of the schedule at all times.

Operations & Administrative Support

• Provide day-to-day administrative and operational support across the business.
• Assist with document management, reporting, workflow coordination, and process administration.
• Support travel arrangements, accommodation bookings, team scheduling, and leave tracking as required.

What Your Profile will Look like

Must have: 

• 3+ years of proven experience as an Executive Assistant, Personal Assistant, Operations Coordinator, or similar role supporting a senior executive, business owner, or founder.
• Demonstrated experience in appointment setting, outbound calling, or database follow-up — you are confident on the phone and comfortable driving conversations toward an outcome.
• Experience managing and following up a contact database via calls, text, and WhatsApp or similar messaging platforms.
• Strong CRM experience — you keep records accurate, follow-up schedules current, and pipelines well-organized.
• Strong experience managing complex calendars, coordinating appointments, and scheduling across multiple stakeholders and time zones.
• Excellent written and verbal English — you can draft professional, well-judged emails and communicate confidently with both internal and external stakeholders.
• A proactive, ownership-driven mindset — you don’t wait to be told. You anticipate needs, solve problems, and take initiative in a fast-paced environment.
• Strong judgement on what is urgent versus what can wait, and the confidence to make that call independently.
• Tech-savvy and quick to pick up new systems — comfortable using Google Workspace, Slack, CRMs, and other productivity and communication platforms.

Preferred:

• Experience within the property, real estate, buyer’s agency, or related Australian industries.
• Familiarity with client onboarding processes, welcome workflows, or structured follow-up sequences.
• Experience using AI tools and automation platforms to improve productivity, communication, and workflow efficiency.
• Experience supporting operational and administrative functions within a growing or scaling business.
• Experience working remotely with international teams and stakeholders across different time zones.

Benefits of joining the Elephant Teams Family

When you join Elephant Teams, you aren’t just getting a job; you are joining a community of high-performing remote professionals.

• Fully Remote Work: WFH, always. We provide all the equipment you need to succeed.
• Competitive Compensation: A salary package that reflects your technical expertise and level of responsibility.
• Team Events: Join our Sri Lanka-based community for regular in-person team gatherings.
• Professional Growth: Work directly with a high-profile Melbourne brand, lead the implementation of cutting-edge AI, and grow in a fast-paced, international environment.

If you’re a proactive, switched-on EA who can run a founder’s world and keep a pipeline moving — we’d love to hear from you.

Submit your application by attaching your resume and answering a few quick questions to help us get to know you better.

Note: You must have legal working rights in Sri Lanka and reside in Sri Lanka to apply for this role.