Executive Assistant at RecruitGo

Position Overview

RecruitGo is looking for an Executive Assistant (Operations) will provide high-level administrative support to the Managing Director, with a strong focus on ensuring operational efficiency across multiple projects. This role combines executive support with project management, playing a key role in keeping the team aligned and ensuring smooth execution of clinic rollouts, referral initiatives, and third-party billing processes. The position will involve daily use of systems such as HubSpot, Basecamp, and Cliniko.

Responsibilities:

• Executive Support: Manage the Managing Director’s calendar, schedule appointments, organise meetings, and manage email correspondence.
• Organise Appointments and meetings for internal and external staff as needed.
• Project Coordination: Oversee and coordinate timelines for key projects such as TMS clinic rollouts, referral stratification implementation, and other initiatives. Ensure that tasks are delivered on time and projects remain on track, providing reminders and follow-up as needed to ensure smooth workflow and adherence to project deadlines.
• Billing and Accounts Receivable Management: Oversee the processing and follow-up of third-party billing, ensuring accuracy and timeliness in all billing related tasks. Manage accounts receivable to ensure payments are received within agreed timelines
• Communication Management: Act as a liaison between the Managing Director and the team, facilitating communication, escalating issues when necessary, and ensuring clarity of directives.
• System Utilisation: Leverage HubSpot for client and project tracking - ensure team are using as well. Basecamp for project management, and Cliniko for practice management tasks.

Requirements: 

• Minimum 3 years of experience as an Executive Assistant.
• Minimum 3 years of experience in an operational role, including project management and contract finalisation.
• Experience in accounts receivable, including invoicing, billing, and follow-up.
• Competency in using project management software (e.g., Basecamp), CRM (e.g., HubSpot), and practice management systems (e.g., Cliniko) to work remotely.
• Strong organisational skills with the ability to manage and track multiple projects simultaneously.
• Proactive approach with the ability to anticipate needs and act without specific direction.
• Excellent verbal and written English skills.
• Experience in providing high-level administrative support, including managing email and calendars.
• Strong communication skills, with experience acting as a liaison between senior management and team members.
• High level of accuracy and attention to detail, especially when managing complex tasks.
• Excellent interpersonal skills
• Strong problem-solving skills and a proactive attitude towards improving workflows and systems.

Why RecruitGo?

RecruitGo seamlessly links world-class business partners with top-tier global talent in emerging markets. Secure legal employment through our Employer of Record services and embark on a journey to unparalleled professional opportunities.

• Salary: 600 - 1000 USD
• Work Schedule: Monday to Friday; 9:00 AM - 5:00 PM AEST
• Work Set up: Remote
• Working Device: Work laptop to be provided.
• Diverse Challenges: Each day offers fresh opportunities and unique challenges that keep your work engaging and rewarding.
•  Team Collaboration:  Join forces with a supportive team, where your insights and contributions are valued.
• Inclusivity: Be part of an inclusive and diverse workplace that values your contributions. Work with the internal team to ensure timely delivery of services to clients and ensure that clients & expectations are met.