Administrative Professional

We are seeking a highly organized, proactive, and detail-oriented professional to provide exceptional administrative and operational support to businesses in Australia. This role requires excellent communication skills, cultural adaptability, and the ability to manage multiple priorities in a fast-paced, remote environment.

• 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.
• 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.

This is an entry-level position that offers opportunities for career growth and development. As a member of our team, you will have access to ongoing training and mentorship, as well as the opportunity to work with experienced professionals in the field.

• Experience: Minimum of 3-5 years of experience as an Executive Assistant, Virtual Assistant, or similar role, preferably supporting international clients or businesses.
• Education: Bachelor's degree in Business Administration, Management, or a related field (or equivalent experience).
• Technical Skills:
• 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.
• Communication: Exceptional written and verbal communication skills in English, with a professional and polite demeanor.
• Time Management: Ability to prioritize tasks, meet deadlines, and manage multiple responsibilities efficiently.
• Cultural Fit: Understanding of Australian business practices and ability to adapt to a professional, results-driven environment.
• Tech-Savvy: Comfortable with remote work tools such as Zoom, Slack, and Microsoft Teams, and able to troubleshoot basic technical issues.
• AI Proficiency: Ability to proactively use AI technologies to improve efficiency and quality, with curiosity about new tools and critical thinking to validate outputs.
• Problem-Solving: Proactive mindset with strong initiative and the ability to anticipate needs and resolve issues independently.
• Discretion: High level of discretion and professionalism when handling confidential information.