As a Virtual Assistant, you will be a trusted advisor and expected to proactively and effectively support multiple senior managers and executives within the business.
DUTIES AND RESPONSIBILITIES
Executive Responsibilities
• Management and coordination of agendas for 1:1 and direct report meetings
• Maintenance of executives’ calendars and email inboxes/es
• Writing error-free, eloquent emails and letters.
• Create and oversee internal administration process and systems upkeep
• Proactively source sales meet with potential customers and set appointments.
• Maintain confidentiality and use a high degree of discretion.
• Full responsibility for day-to-day operations of the executive management function
• Oversee internal administration processes and system upkeep
• Organisation of functions, events, and other ad hoc celebrations throughout the year
• Coordinate travel and accommodation requirements.
• Minute taking for meetings
• Account Management
o Be professional/courteous/polite in all communications.
o Raise emerging issues, concerns, or areas of opportunity that affect clients’ experience and/or the effectiveness and efficiency of processes.
o Maintain a high level of quality and efficiency on all tasks managed by observing best practices and utilising available tools.
o Ensure attendance, participation, and cooperation during knowledge transfer sessions and other meetings.
QUALIFICATIONS
Product Knowledge
• Bachelor’s/College Degree in Business Administration, Management, or other related discipline is a plus, but not required.
• At least 3 years of experience as an Executive Assistant with stakeholder management skills.
• Admin assistance experience with C-level executives previously is preferred.
• Project management skills are advantageous.
• Strong analytical and computer (primarily Outlook, Excel, and Teams) skills
• Work experience with Slack, Notion, G Suite, WhatsApp.
• Work experience with UPTIC and XERO is advantageous.
• Strong oral and written communication skills
• 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.
• 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 organisation 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 deadline.
• 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 levels of satisfaction.
• Able to maintain good relationships with clients and other stakeholders.
• Proactively seeks solutions for clients.
• Experience in working with an Australian company is a plus.
