Virtual Admin Assistant (WEL0001)

As Virtual Admin Assistant, you will be a trusted advisor and expected to support multiple senior manager and executive roles, proactively and effectively within Australian businesses.


Main Responsibilities

• Management and coordination of agendas for 1:1 and direct report meetings

• Run curated content through paraphrasing filters and publish blogs/update website pages

• Draft and schedule social media posts

• Coordinate with meeting requestees to find the most efficient time, take minutes and provide reporting

• Write error-free, eloquent emails and letters

• Edit/modify documents and presentations

• Assist with personal admin (e.g., get quotes from Fiverr, tradesman, etc.)

• Maintain confidentiality and use a high degree of discretion

• Full responsibility for day-to-day operations of the executive management function

• First point of contact for all CEO enquiries/issues

• Oversee internal administration processes and system upkeep

• Responsibility for maintaining a strong culture and internal engagement

• Organisation of functions, events, and other ad hoc celebrations throughout the year

• Coordinate travel and accommodation requirements

• Minute taking for meetings

• Office Coordination, general office support and other building matters when required

• Providing necessary data & reports to the Management & Sales Team

• Sales monitoring, updating sales sheet, sales order nos, client details, delivery dates, and contacting sales for the list of follow-ups.

• Managing sales-related activity including generating weekly emails to be sent out to the Business Managers of outstanding responses or follow-ups from staff and clients.

• Coordinated and managed multiple priorities and projects on a timely basis.

Account Management
• Be professional/courteous/polite on all communications
• Raise emerging issues, concerns, or areas of opportunity that affect clients’ experience and/or the effectivity and efficiency of processes
• Maintain a high level of quality and efficiency on all tasks managed by observing best practice and utilizing available tools
• Ensure attendance, participation and cooperation during knowledge transfer sessions and other meetings
• Collaborate with the team and contribute to the overall success of the program by sharing best practices and playing an active role in meetings, workshops etc.
• Help in creating Work Level Instructions (WLIs) for the tasks being handled
• Represent hammerjack and brands in a professional manner

Ad hoc tasks
• Task deemed necessary to ensure excellent customer experience as determined by management

Product Knowledge

• Bachelor’s/College Degree in Business Administration, Management, Law, or other related discipline is a plus, but not required.
• At least 2 years of experience as Virtual Admin Assistant with stakeholder management skills
• Strong analytical and computer (primarily Outlook, Excel, Access, Teams) skills
• Strong oral and written communication skills
• Google Suite and Click Up experience is advantageous
• Detail-oriented, always able to provide accurate and high-level quality work.
• Ability to manage multiple priorities while remaining focused on quality and delivery.
• Good administrative and organizational ability.
• Ability to learn quickly and think ahead.
• Experience in a complex and fast paced SME environment will be highly regarded.
• High level of empathy and mindfulness
• Works collaboratively and as part of a team building genuine relationships.
• Provides systematic and dependable follow-up, as well as a high level of organization and preparedness.
• Maintains workflow under pressure and in a fast-paced, high-profile work environment.
• Accountability – always following up and staying ahead of the game.
• Ability to think strategically and execute quality output under tight deadlines.
• Strong time-management skills and presentation skills
• Hard working and passionate about career and making a difference.

Customer Focus
• Actively seeks to understand and deliver client needs, expectations, and level of satisfaction
• Able to maintain good relationships with clients and other stakeholders
• Pro-actively seeks solutions for clients
• Experience in working with an Australian company is a plus
• Experience as Admin/personal assistant/receptionist for Government infrastructure industry is desirable