Executive Operations VA

Do you thrive when systems, data, and people depend on your organisation?

Are you ready to take ownership of diverse responsibilities?

Want a role where your expertise keeps the business running smoothly?

This is the role for you
About the Role

We're seeking a highly organised and proactive Executive Operations Virtual Assistant to support our Client's Directors and Management Team. This role goes beyond general admin; you'll be the backbone of the business, managing reports, systems, HR support, finance tasks, and compliance. If you're someone who thrives on variety and enjoys taking ownership, this is the role for you.

Ideal Candidate (Must Have Requirements)

• Proven experience in operations, executive support, or administration
• Strong understanding of CRM systems (Salesforce experience highly valued)
• Knowledge of inventory systems (Cin7)
• Experience in finance administration using Xero
• Familiarity with e-commerce platforms (WooCommerce) and order integrations (EDI/SPS Commerce) is a strong advantage
• Excellent communication skills for engaging with staff, clients, and partners
• Highly organised, detail-oriented, and capable of balancing multiple responsibilities
• A proactive problem-solver with a focus on continuous improvement.
• Employee work setup will be dependent on the client's discretion

Tasks and Responsibilities

• Oversee Salesforce CRM to ensure client data is accurate, up to date, and supports effective reporting
• Use Cin7 to monitor product sales and stock levels, maintaining real-time inventory accuracy
• Manage the WooCommerce online store, ensuring product data, pricing, and customer information remain consistent
• Prepare and maintain accurate financial records using Xero, including invoices, payments, statements, and credit applications
• Handle order flows and integrations through EDI (SPS Commerce), ensuring smooth data exchange with partners
• Produce accurate monthly and quarterly reports on sales, revenue, and stock levels, delivering insights and forecasts to Directors
• Supervise and mentor the Sales Administrator, providing guidance and support
• Provide escalated customer service support, liaising with clients and stakeholders to resolve issues
• Assist with HR processes, including onboarding, interviews, reference checks, and training coordination
• Prepare agendas, minutes, and draft reports for management meetings
• Support the planning and execution of marketing campaigns and events
• Provide basic technical support across systems and tools to ensure smooth business operations
• Collaborate with the Management Team to improve processes and maintain compliance with regulatory and quality standards
• Identify risks, address complaints, and contribute to audits and continuous improvement initiatives
• Assist with ad-hoc projects and tasks as directed by the Directors.

Industry-leading benefits

• HMO w/ Dental Coverage + Dependents
• 2-week paid Holiday Break. Enjoy the season without worrying about your work.
• Fixed weekends off (Saturday and Sunday). Take control of your weekends, relax with loved ones, or indulge in your passions.
• Take advantage of working the day shift schedule Wake up to the sunrise and wind down as the sun sets.

We have a virtual recruitment process. What you need:

• Stable Internet Connection (at least 10 Mbps)
• Laptop or PC w/ Webcam

--

About VA Platinum

VA Platinum is a leading, fast-growing offshore staffing solution for Australian and New Zealand small and medium businesses. We recruit and manage virtual assistants (VAs) to empower business owners to achieve their goals. At the same time, we create meaningful opportunities for our staff in the Philippines to lead better lives.

We pride ourselves on having a supportive and collaborative team. We value energy, candid communication, and a high-performance work environment. We are looking for someone who fits well into this culture and can contribute positively to our team's dynamic.

Other Career Opportunities

• General Admin VAs
• Digital Marketing Specialists
• AU Accountants/Bookkeepers
• Financial Planning VAs
• Mortgage Broking VAs
• Mortgage Parabrokers (anywhere in the PH)
• Paraplanners
• Executive Assistants
• Operations Manager - Client Facing

---