Executive Assistant with IT/MSP Experience

Remote Talent is an Australian-based virtual assistant and offshore staffing agency that helps businesses scale with high-quality, reliable talent from the Philippines and beyond. We specialise in sourcing, training, and managing dedicated VAs across admin, customer support, finance, marketing, and industry-specific roles including NDIS, healthcare, property, and trades.

About the Role

We’re looking for an Executive Assistant & Business Support Specialist to work closely with the Director of a growing Australian ICT and Managed Services provider. This is a high-trust role for someone who can combine strong organisational and communication skills with hands‑on AI expertise to streamline workflows, drive initiatives, and support day‑to‑day business operations. You’ll act as a key partner to the Director, helping turn ideas into action while providing general business and basic HR support.

KEY RESPONSIBILITIES

Executive support: the Director's right hand

• Manage the Director's calendar, inbox, and priorities; screen and triage communications, and protect his time.
• Prepare meeting agendas, briefing notes, and pre-reads; capture actions and follow through to completion.
• Anticipate what is needed next and stay one step ahead, keeping commitments on track.
• Coordinate travel, logistics, and scheduling as required.

Acting as the Director's voice

• Represent the Director internally, communicating his messages, decisions, and priorities clearly and professionally to the team.
• Draft and send communications on his behalf in his voice, across email, chat, and documents.
• Engage externally on his behalf where appropriate (clients, partners, suppliers, and other stakeholders), always representing the company to a high standard.
• Chase actions across the business, follow up on his behalf, and keep initiatives moving.

AI enablement: maximising the value of AI

• Use AI tools daily to draft, summarise, research, analyse, and produce work to a high standard.
• Translate the Director's intent into well-crafted prompts, then review, refine, and quality-check AI outputs before they go out.
• Identify tasks and workflows that AI or automation can handle, and put them into practice.
• Build and maintain a library of reusable prompts, templates, and standard operating procedures so good results are repeatable.
• Stay current with new AI capabilities and continuously look for ways to save time and add value.
• Pick up the initiatives the Director does not have time to progress, and drive them forward using AI leverage.

Business and operations support

• Produce and polish documents, reports, presentations, and spreadsheets.
• Maintain trackers, dashboards, folders, and knowledge documentation so information is current and easy to find.
• Coordinate projects and initiatives, keeping owners, timelines, and actions on track.
• Carry out research (market, competitor, supplier, or background) to support decisions.
• Provide light administrative and finance coordination (for example, expenses, invoices, and supplier

People and basic HR support

• Coordinate recruitment logistics: scheduling interviews, candidate communications, and reference-check administration.
• Maintain HR documents, onboarding checklists, and performance/KPI tracking.
• Help organise team communications, meetings, and culture and engagement activities.
• Handle people-related information with strict confidentiality.

Continuous improvement and initiative

• Proactively identify gaps and inefficiencies, propose practical improvements, and implement them, often with AI.
• Take ownership of outcomes end to end, and flag risks or blockers early.

HIGHLY REGARDED (NICE TO HAVE)

• Experience supporting an MSP, ICT, technology, or professional-services business.
• Exposure to HR or recruitment coordination, or CRM tools.
• Familiarity with workflow automation (for example, Zapier, Make, or Power Automate) and basic data analysis.
• Relevant tertiary qualification; AI or productivity certifications are viewed favorably.