Executive Assistant - #34295

This opportunity awaits someone who is eager to join a dynamic, fast-paced, and results-oriented organization. The company’s continuous growth offers ample opportunities for professional development and advancement, making it an exciting and rewarding environment to be part of.

Company Profile

Our client expertise is rooted in a deep passion for advancing equine veterinary medicine and making expert equine veterinary education more accessible. They’re not just educators; they’re also innovators and advocates, committed to enriching our global veterinary community.

Their unique approach combines practically based and clinically relevant learning with insights from international experts, ensuring every veterinarian can access top-tier education. This is what you can’t get from a textbook, and our illustrated lectures with case exams and videos (that you can listen to as many times as you like) draw together what you need to apply your new knowledge directly to your patients with confidence.

The Executive Assistant will provide comprehensive support to the CEO and the team by ensuring efficient management of administrative tasks, calendar coordination, document management, member payments, and the preparation and management of RACE accreditation and CE certificates.

Duties and Responsibilities:

1.   Support CEO

·        Perform synch meetings with the CEO to ensure all administration tasks are taken care of.

·        Monitor the CEOs activity to ensure high priority items are being performed

·        Constantly look for new and better ways to support the CEO and team members

·        Document and provide regular reports on CEO support activities, identifying any bottlenecks or areas for improvement.

2. Inbox Management and Customer Support

·        Effectively manage email accounts

·        Respond to customer support enquiries

·        Schedule mastermind social media posts according to the schedule

·        Maintain records of customer support interactions and provide reports on common inquiries, response times, and resolutions.

3. Calendar and Meeting Management:

·        Manage and coordinate the CEO's calendar with 98% accuracy, ensuring minimal scheduling conflicts.

·        Organise and manage virtual meetings, including maintaining meeting details and ensuring timely preparation.

4. Document, File and Task Management:

·        Oversee electronic document management and file storage systems, ensuring alignment with file naming and storage protocols.

·        Ensure electronic document management and file storage systems of all products visual assets and associated documents

5. Travel and Logistics Coordination

·        Book flights, accommodations, and transfers for the CEO and team members as required.

·        Ensure all travel arrangements align with the CEO’s schedule and budget considerations.

·        Provide necessary travel details, confirmations, and itinerary updates.

·        Maintain travel records and provide reports on travel expenses, bookings, and itinerary changes.

6. Accounts Oversight:

·        Track and manage accounts receivable and payable using Kajabi and ClickUp.

·        Enter and manage accounts payable using ClickUp for invoice processing

·        Regularly document financial transactions and provide reports on outstanding payments, budget tracking, and financial trends.

 7. RACE Accreditation:

·        Prepare and submit files for RACE accreditation for lectures every 2 years, ensuring all documentation meets accreditation standards.

·        Maintain and update the lectures lists and MCQs for each programs.

·        Prepare and submit files to CE Broker for RACE allocation for students (PP, TVDC, LP twice yearly,) and all masterclasses within 7 days.

·        Maintain records of accreditation submissions and approvals, providing reports on submission status, approvals, and upcoming renewal deadlines.

 8.   Assist Speaker Management:

·        Prepare and track all speaker contracts and deliverables

·        Grant program access to speakers

Requirements

Qualifications:

·        With at least 3-5 years’ relevant experience in supporting C- Level Executives

Core Competencies:

·        Attention to Detail: High level of accuracy in managing calendars, documents, financial records, and accreditation files.

·        Time Management: Effective prioritization of tasks to meet tight deadlines, particularly for accreditation and certificate distribution.

·        Organizational Skills: Ability to maintain organized systems for document management, calendar scheduling, and task execution.

·        Professionalism and Discretion: Maintains confidentiality and handles sensitive information with care.

·        Strong communication skills: can respond to customer support with empathy and care

Critical Drivers:

1. Organization:

·        Maintain effective file management, allowing any team member to find any document within 2 minutes.

·        Adhere to document naming protocols with 98% accuracy

·        Manage social media posts according to the content calendar with 100% on-time posting.

·        Ensure 95% task completion ahead of deadlines.

2. Financial Management:

·        Accurate tracking and management of accounts receivable and payable.

3. Accreditation and Awards Management:

·        Prepare and submit all required documents for RACE accreditation on time, ensuring no delays in the accreditation process.

Strategic Outcomes:

1. Enhanced CEO Efficiency:

·        The CEO can focus on strategic leadership, with administrative tasks effectively managed.

2. Optimized Time Management:

·        Streamlined scheduling and document management reduce time spent on routine tasks.

3. Accounts Oversight:

·        Accurate tracking of financial activities ensures transparency and stability.

4. Accreditation and Certification Compliance:

·        Ensuring all RACE accreditation submissions are timely and accurate, maintaining the company’s accreditation status.

·        Efficient and timely distribution of CE certificates supports customer satisfaction and compliance.

Job Type: Permanent

Employment Type: Individual Contractor

Schedule: Monday- Friday (9:00 AM to 6:00 PM AEST) (7:00 AM to 4:00 PM Ph time, inclusive of 1-hour break)

Location: Work From Home

Industry: Veterinary Equine Dentistry