Role Summary

As the Personal Assistant to the CTO, CSO, and CDpO, you’ll provide high-level administrative and operational support, ensuring our executive team remains focused and effective. Your responsibilities will span diary and travel management, communication support, and hands-on assistance with invoicing, contracts, project coordination, and sales support. This is a dynamic and influential role with exposure to the strategic and operational heart of the company.

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Key Responsibilities

Executive Support

• Manage the calendars, meetings, and priorities of the CTO, CSO, and CDpO
• Coordinate travel logistics, events, and leadership offsites
• Draft, edit, and format internal and external communications, reports, and presentations
• Act as a liaison between executives and both internal teams and external partners
• Handle confidential information with discretion and professionalism

Invoicing and Financial Admin

• Prepare and issue client invoices based on project milestones or time-based billing
• Track outstanding payments and coordinate reminders or follow-ups
• Work with finance to reconcile transactions and generate monthly reports
• Assist with executive expense claims and petty cash management

Contract and Legal Coordination

• Prepare standard agreements, NDAs, and contract templates for review and signature
• Maintain organised records of all contractual documents and approvals
• Track key contract dates, renewals, and compliance milestones
• Coordinate with legal or compliance personnel for reviews where necessary

Project and Deployment Support

• Assist the CDpO and project leads in scheduling, documentation, and task tracking
• Support resource planning and deployment readiness activities
• Take minutes and track actions from sprint planning or project review meetings
• Maintain internal documentation repositories and status dashboards

Sales and Strategy Support

• Support the CSO in preparing sales proposals, capability documents, and estimates
• Manage CRM data (e.g., in Zoho CRM), ensuring deal statuses, contacts, and activities are current
• Track sales opportunities and pipeline reports for executive updates
• Schedule follow-ups and coordinate prep materials for client pitches and strategic sessions

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Requirements

Essential

• 3+ years’ experience as a Personal Assistant or Executive Assistant supporting senior leaders
• Strong organisational and multitasking skills with high attention to detail
• Excellent communication skills, both written and verbal
• Proficient in Google Workspace and Microsoft Office
• Ability to manage sensitive information with the highest level of confidentiality

Desirable

• Experience in the software, tech, or consulting sectors
• Familiarity with tools such as Zoho (CRM, Books, Projects), Xero, Asana, or Jira
• Understanding of agile delivery and deployment cycles
• Interest in digital strategy, systems integration, or client delivery operations

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Benefits

About Us

We are a leading software development and digital transformation consultancy delivering impactful technology solutions to clients across diverse industries. Our executive leadership team—including the Chief Technology Officer (CTO), Chief Strategy Officer (CSO), and Chief Deployment Officer (CDpO)—drives our innovation, strategic direction, and deployment execution. We are seeking a detail-oriented, proactive Personal Assistant to support these leaders in ensuring the smooth functioning of critical business areas.

What We Offer

• The chance to work closely with visionary leaders across technology, strategy, and operations
• A flexible work environment (remote/hybrid options available)
• Opportunities for learning and development
• A values-led culture focused on collaboration, innovation, and delivery excellence
• A pivotal role in a growing and future-facing business

Summary
Company name: Human Pixel Pty Ltd
Remote job title: Personal Assistant to CTO, CSO and CDpO
Job tags: Assistant, Administration, Personal Assistant, Detail Oriented, Time Management