Personal Assistant

This is a remote position.

​

Scope:

• 40 hours per week
  

• Flexible business hours – work 8 hours per day within a nine-hour window from 11:00 AM to 8:00 PM, Australian Eastern Standard Time (AEST).
  

• Flexible schedule with consistent availability during business hours.
  

• Salary increases and bonuses available for high performance, reviewed and paid annually.
  

Responsibilities:

Email & Communication Management:

• Organize and maintain email inboxes, creating folders and categorizing important messages for easy access.
  

• Respond to general inquiries and flag urgent matters that require immediate attention.
  

Master Schedule & Calendar Management:

• Maintain and update the master team schedule on Google Drive to ensure optimal team deployment.
  

• Manage Google Calendar, keeping it up to date with staff schedules, appointments, and meetings.
  

HR Platform Management:

• Utilize and optimize the company’s HR platform to ensure maximum efficiency.
  

• Collaborate with the platform provider to maintain accurate health and safety documentation and procedures.
  

• Update and create job descriptions for various roles within the company.
  

• Review, update, and create training materials for cleaning and support staff.
  

Training Documents & Onboarding:

• Develop and maintain training materials related to domestic cleaning standards, including before-and-after reference materials.
  

• Ensure training documents remain updated and relevant for staff development.
  

• Maintain and update onboarding materials for new employees.
  

• Organize folders and files in Dropbox for easy access and proper categorization.
  

Client Mapping & Scheduling Optimization:

• Develop and manage a system for mapping client locations to optimize scheduling and reduce travel time.
  

• Update and maintain a client location spreadsheet to enhance scheduling efficiency for multiple teams.
  

Staff Management:

• Monitor and update employee work hours daily to ensure accuracy.
  

• Track staff mileage and maintain records of travel distances.
  

• Maintain staff birthday records and update as new employees join.
  

• Ensure all employee information, including emergency contacts, is current.
  

• Track and verify that all staff have completed necessary background checks (e.g., police checks, working with children checks).
  

• Monitor visa statuses for international staff and ensure timely renewals.
  

Administrative Support:

• Generate and review financial and operational reports from MYOB.
  

• Assist with managing the business owner’s personal emails and organizing important dates or tasks.
  

• Develop a tracking system for monitoring bills (e.g., car insurance, utilities) and notifying the owner of upcoming payments.
  

Other Ad-Hoc Tasks:

• Provide support with additional administrative tasks as needed to ensure smooth business operations.
  
  

Requirements:

• Proven experience as a Virtual Assistant or in a similar administrative role.
  

• Proficiency in Google Workspace (Drive, Calendar, Docs, Sheets) and Microsoft Excel.
  

• Familiarity with HR platforms and scheduling software is a plus.
  

• Strong organizational skills with the ability to manage multiple tasks and priorities.
  

• Excellent written and verbal communication skills.
  

• Detail-oriented with a proactive, problem-solving attitude.
  

• Ability to work independently and manage tasks with minimal supervision.
  

• Knowledge or experience in the cleaning industry is a bonus but not required.
  

Role Expectations:

At the start of this role, you will receive a priority task list with a clearly defined plan outlining immediate and ongoing responsibilities.

Immediate Tasks (in order of priority):

Email & Communication:

• Clean up Outlook inbox, unsubscribing from unnecessary emails.
  

• Identify important client and staff emails from the past four weeks and communicate them to management.
  

• Review past billing emails and ensure no outstanding invoices are left unpaid.
  

Google Drive & Dropbox:

• Organize and clean up all folders in Google Drive, ensuring files are stored correctly.
  

• Update Dropbox folder structure, creating dedicated folders for each staff member and migrating files from Outlook to Dropbox.
  

Client Information:

• Update Google Maps to include all client locations.
  

• Analyze client proximity data to improve scheduling efficiency for service teams.
  

• Verify that all client information is updated in MYOB.
  

HR & Staff Management:

• Review HR Bright platform and assess available services for HR-related tasks.
  

• Work with HR Bright to update staff job descriptions, review award rates, allowances, and legal requirements.
  

• Assess insurance coverage, including Workcover, Public Liability, and Travel Insurance.
  

• Develop a structured training program with HR Bright for implementation across the team.
  

• Ensure all employee documentation is organized in Dropbox.
  

• Verify and collect outstanding OH&S documentation from employees.
  

• Create a Google Sheet to track staff compliance with required documentation.
  

• Maintain staff home address records to optimize scheduling.
  

• Monitor work-hour limitations based on visa restrictions.
  

Ongoing Tasks (after initial setup is complete):

• Provide monthly financial performance reports from MYOB.
  

• Manage and monitor email communications.
  

• Oversee staff HR and information management.
  

• Assist in client mapping and scheduling optimization.
  

• Support social media and marketing activities.
  

• Provide general administrative support as needed, both business and personal.