Client showcase

How we recruited an Executive Assistant

About the client

Our client provides attorneys with timekeeping software as a service. Their software passively captures users' activities while they work, collating the information and providing a timeline without the need for any manual input.

  • Location - Perth, WA
  • Industry - software as a service
  • Size - 30 employees

We applied our three-phase service delivery model for this recruitment drive.

About the client

Video job advertisement

Social media algorithms prioritise video content over still images, so we produce video advertisements for all vacancies to enhance our candidate sourcing efforts.

By leveraging this unique and highly effective approach, we aim to connect with the right candidates at the right time.

We share our videos on LinkedIn, and Facebook, posting them 10-20 times based on relevance. Typically, our videos receive over 1,000 views within the first 24 hours.

Job advertisement

We continually refresh, rewrite, and reformat our job advertisements to ensure we receive high-quality applications. Our strategy is proactive, with approximately 20 advertisements posted for each permanent job. These advertisements are shared across:

  • Job boards - Seek, Adzuna, Glassdoor, Indeed and Jora
  • Social media - LinkedIn, Facebook and Twitter
  • 11 Recruitment's website

On average, our advertisements receive over 100 applications and significantly outperform the market benchmark for Seek, shown in this graph.

Executive Assistant

  • Work with a globally distributed SaaS company
  • All-rounder position - office and accounts management, personal assistant
  • Experience with cloud-based platforms desirable


Our client is a globally distributed SaaS company with headquarters in Perth. They are seeking a proficient Executive Assistant who can oversee office management and accounts, whilst also providing professional assistance to the Director.

This is not your typical Executive Assistant role. There is so much more to this position.

There is scope to develop the role beyond the core duties depending on your interests and skill set. Additionally, they can offer a degree of work hour flexibility (including working one day from home).


Office / employee management duties for this role include:

  • Communicating company and policy updates to staff
  • Maintaining office kitchen, order stationery, organisation/storage of equipment
  • Monitoring post, receive and coordinate deliveries
  • Maintaining digital archive of legal correspondence, staff contracts, internal policies, and other staff documents

Professional support duties for this role include:

  • Drafting and assisting with administrative correspondence and policies
  • Coordinating and scheduling meetings; manage travel arrangements
  • Interacting with the team internationally - in Australia, Europe, Russia, and North America
  • Proofreading outbound correspondence Website maintenance

Customer service duties for this role include:

  • Responding to Oceania-region customer service queries (occasional, most clients EU/US)
  • Assisting the marketing department with the creation of new online help guide articles and content
  • Maintaining knowledge and familiarity of company CRM and sales processes
  • Supporting sales and marketing on a per-project basis

Accounts duties for this role include:

  • Being the first point of contact for all day-to-day accounts matters
  • Managing and reconciling inbound payments and customer subscriptions
  • Scheduling and executing recurring outbound payments
  • Generating outbound invoices, monitor debtors
  • Assisting with end-of-month and end-of-quarter accounts reporting


The successful candidate will have:

  • Strong experience as an Executive Assistant
  • Experience with office and employee management
  • The ability to provide professional support to the Director and upper management
  • The capability of maintaining company CRM and sales processes
  • A natural interest in learning and using new software programs
  • Experience with Xero (or similar accounting software)
  • The successful candidate will need to be willing to work as part of a small team to support business functions. Familiarity with using cloud-based applications would also be an advantage.

Assessment Matrix design

Our custom-designed, in-house software generates an Assessment Matrix, serving as the blueprint for our recruitment process. This process includes screening, interviews, document verification, skills testing, personality profiling, and reference checks.

The Assessment Matrix marks the stage at which each criterion is addressed, with the most critical criteria being checked multiple times throughout the recruitment process.

Selection criteria







Bachelor's degree


Office management

Employee management


CRM maintenance

Travel arrangements

Marketing - content creation

Accounts - AP / AR, payroll, EOM


Microsoft Office - advanced

Cloud-based software

Accounting software - Xero

Creative and passionate

Verbal and written confidence

Work flexible hours - 35p/w including out-of-hours meetings

Verify CV vs LinkedIn

West Perth location

Accept expected salary ($85k)

Previous warning of termination?

Will you pass a drug test?


Dominance - 44%

Influence - 32%

Steadiness - 55%

Compliance - 64%

Forms signed

Health / police check

Signed document - tell the truth

Docs verified

Driver’s licence

Citizen AU / NZ or PR

DISC profiling

Just like people, jobs have their own behavioral profiles based on duties, environment, and communication. For every job vacancy, we create a profile that allows us to match an applicant's behavior to the specific role.

We utilise the DISC assessment, which examines the following attributes:

  • Dominance - accomplishing results, the bottom line, confidence
  • Influence - persuading others, openness, dependability
  • Steadiness - cooperation, sincerity, dependability
  • Compliance - quality, accuracy, expertise

DISC profile - Executive Assistant

Executive Assistant

Shortlisted candidates

Candidate A

Candidate B

Candidate C

Behavioural adaptation by candidates to match the job profile:

Candidate A

Candidate B

Candidate C


Our aim is to produce a strong shortlist by sourcing widely. We measure every stage in our recruitment process to ensure we meet this key objective.

Our service comes with an extended 18-month replacement guarantee. This guarantee means our interests are mutually aligned - to recruit high achievers who will excel and stay.

Video views


Applications received


Interviewed by 11 Recruitment




Interviewed by client




Christian Madsen | Managing Director

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