Offer summary

Qualifications:

Proven experience as a Virtual Executive Assistant or similar role, supporting C-level executives., Strong proficiency in office software, communication tools, and online scheduling platforms., Excellent organizational, time management, and communication skills in English., Discretion in handling confidential information and ability to work independently..

Key responsibilities:

Manage and coordinate executive calendars and travel arrangements.

Serve as the primary contact between executives and stakeholders, screening communications.

Prepare reports, presentations, and meeting materials, and take meeting minutes.

Support projects through research, data gathering, and coordination.

Job description

Position: Executive Assistant

Number of hours: 40 hours/week
Schedule: 6 AM - 3 PM, Perth, AU

Tasks required:

Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements
Serve as the primary point of contact between executives and internal/external stakeholders, including screening and prioritizing emails and phone calls
Plan, book, and organize complex domestic and international travel itineraries, including flights, accommodations, and ground transportation as needed
Prepare and edit reports, presentations, and documents, while maintaining an organized filing system for easy retrieval
Assist in preparing meeting agendas, taking meeting minutes, and ensuring timely distribution of materials to participants
Provide project support by conducting research, gathering data, and assisting with project coordination and follow-ups
Handle sensitive and confidential information with the utmost discretion and professionalism
Proactively identify and resolve administrative issues, demonstrating a solution-oriented approach
Collaborate effectively with other team members and departments to ensure seamless workflow and the achievement of organizational goals
Other ad hoc tasks that would be assigned

Requirements:

Proven work experience as a Virtual Executive Assistant for C-level executives or a relevant role
Background in the Furniture industry or a similar field is preferred
Familiarity with current technologies, like desktop sharing, cloud services, and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.)
Strong proficiency in office software and communication tools
Knowledge of online calendars and scheduling (Calendly, Google Calendar)
Excellent verbal and written English communication skills
Discretion and the ability to handle confidential information
Excellent phone, email, and instant messaging communication skills
Highly organized and detail-oriented; able to efficiently prioritize multiple tasks
Adaptability and a proactive mindset
Professional demeanor and strong interpersonal skills
Ability to work independently and in a team-oriented environment
Self-disciplined and organized; able to consistently hit daily and monthly targets with limited supervision