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.
DUTIES AND RESPONSIBILITIES
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
What You’ll Bring to the Table:
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
What’s in It for You:
- Flexibility: Work remotely or from one of our inspiring offices and enjoy a better work-life balance!
- Inspiring Workspaces: Our offices are strategically located and designed to fuel your best work.
- Free Unlimited Barista Coffee and Booze: Enjoy refreshments from our cafe and beverage bar.
- Dynamic Open Spaces: Conducive for productivity and creativity.
- State-of-the-Art Security: Ensuring your safety and peace of mind.
- Game Rooms: Take a break and unwind with our recreational facilities.
- Competitive Compensation: Your talents deserve to be rewarded! We help you negotiate with our clients.
- Professional Growth: Access to ongoing training and development opportunities to help you reach your full potential.
- A Supportive Community: Join a diverse and inclusive team that’s dedicated to your success.
- Global Impact: Be part of something bigger and make a difference on a global scale.
