Remote Administrative Assistant Opportunity

Are you looking for a new challenge as an Executive Assistant? This role is perfect for someone who is highly organized, proactive, and detail-oriented. You will provide exceptional administrative and operational support to small and medium-sized businesses (SMBs) in Australia.

This role requires excellent communication skills, cultural adaptability, and the ability to manage multiple priorities in a fast-paced, remote environment. As a trusted partner to business owners and executives, you will streamline operations and enable them to focus on strategic growth.

• Administrative Support: Manage calendars, schedule meetings, and coordinate appointments across Australian time zones (AEST), ensuring seamless communication and time management.
• Communication Management: Handle email correspondence, draft professional communications, and act as a point of contact between executives, clients, and stakeholders.
• Task Coordination: Organize and prioritize tasks, track project deadlines, and follow up on action items to ensure timely completion.
• Document Management: Prepare, edit, and organize reports, presentations, and other business documents with high attention to detail.
• Travel & Event Planning: Arrange travel itineraries, accommodations, and logistics for business trips, as well as coordinate virtual or in-person events, meetings, or conferences.
• Data Entry & Record Keeping: Maintain accurate records, update CRM systems, and manage databases to support business operations.
• Financial Support: Assist with basic bookkeeping tasks, such as expense tracking, invoice processing, and liaising with accountants or financial teams.
• Research & Analysis: Conduct research on market trends, competitors, or industry-specific topics to support decision-making.
• Confidentiality: Handle sensitive information with discretion and maintain strict confidentiality.
• Cultural Alignment: Understand and adapt to Australian business culture, communication styles, and workplace expectations.
• AI & Technology: Proactively use AI technologies to improve efficiency, quality, and scalability of work, including drafting content, automating tasks, improving research accuracy, and summarizing data, while validating AI outputs for accuracy and professionalism.
• Problem-Solving: Proactive mindset with strong initiative and the ability to anticipate needs and resolve issues independently.
• Communication & Interpersonal: Strong interpersonal skills and ability to build rapport with diverse stakeholders.
• Organization: High level of organization and attention to detail.
• Independence: Ability to work independently with minimal supervision in a remote setting.
• Confidentiality: Discretion and professionalism when handling confidential information.
• Experience with AI Tools: Exposure to AI productivity tools is strongly preferred.

We are seeking a candidate with:

• Minimum of 3-5 years of experience as an Executive Assistant, Virtual Assistant, or similar role, preferably supporting international clients or businesses.
• Bachelor's degree in Business Administration, Management, or a related field (or equivalent experience).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Familiarity with project management tools (e.g., Trello, Asana, Monday.com).
• Experience with CRM platforms (e.g., HubSpot, Salesforce) and bookkeeping software (e.g., Xero, MYOB) is a plus.
• Exceptional written and verbal communication skills in English, with a professional and polite demeanor.
• Ability to prioritize tasks, meet deadlines, and manage multiple responsibilities efficiently.
• Understanding of Australian business practices and ability to adapt to a professional, results-driven environment.
• Comfortable with remote work tools such as Zoom, Slack, and Microsoft Teams, and able to troubleshoot basic technical issues.
• Ability to proactively use AI technologies to improve efficiency and quality, with curiosity about new tools and critical thinking to validate outputs.
• Proactive mindset with strong initiative and the ability to anticipate needs and resolve issues independently.
• Discretion and professionalism when handling confidential information.
• Exposure to AI productivity tools is strongly preferred.

This role offers:

• A challenging and rewarding career path with opportunities for growth and development.
• A competitive salary package with benefits.
• The chance to work with a dynamic team in a fast-paced, innovative environment.
• Opportunities for professional development and training.

Please note that this is not a contract role and the position is open until filled.