Highly Organized Administrative Professional

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

• Administrative Support: Manage calendars, schedule meetings, and coordinate appointments across Australian time zones, ensuring seamless communication and time management.
• Communication Management: Handle email correspondence, draft professional communications, and act as a point of contact between clients, stakeholders, and executives.
• 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 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.
• 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: 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.

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industries: Outsourcing and Offshoring Consulting