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Senior Virtual Assistant

The Outline

Key Facts

Remote From: 
Philippines
Full time
Senior (5-10 years)
English

Other Skills

  • •
    Quick Learning
  • •
    Record Keeping
  • •
    Professionalism
  • •
    Client Confidentiality
  • •
    Time Management
  • •
    Team Management
  • •
    Organizational Skills
  • •
    Detail Oriented
  • •
    Self-Motivation

Roles & Responsibilities

  • 3+ years experience as an Executive Assistant, Operations Assistant, or Senior Virtual Assistant
  • Excellent English communication skills (written and verbal)
  • Experience supporting business owners or senior leaders
  • Experience in recruitment coordination and candidate screening

Requirements:

  • Manage daily administrative tasks for leadership, including email/communication management, calendar coordination, and documentation
  • Coordinate recruitment activities (sourcing, screening, interviews, onboarding) and maintain training materials
  • Manage social media posting schedules, create captions/content, and assist with client communications and campaigns
  • Support onboarding, staff training, HR records (leave tracking, personnel files), and internal communications to support culture

Job description

Our client operates four busy barber shops across New South Wales, delivering high-quality grooming services with a strong focus on customer experience and team performance. The business is growing and requires a highly capable Senior Virtual Assistant to support daily operations, client communication, and team coordination.
 
The Senior Virtual Assistant will provide comprehensive administrative, operational, and coordination support to the Owner and Head of Operations. This role involves direct communication with clients and staff, managing day-to-day business processes, and ensuring smooth internal operations. The ideal candidate is highly organised, proactive, and confident communicating in a professional business environment.
 
Key Responsibilities

Administration & Operations
  • Manage daily administrative tasks supporting leadership.
  • Monitor and respond to emails and manage calendars.
  • Coordinate internal communications, meetings, and documentation.
  • Place stock orders, track deliveries, and maintain inventory records.
  • Maintain organised digital filing systems, SOPs, and operational documentation.
  • Conduct research on products, suppliers, and services as required.

    • Recruitment Support
  • Assist with sourcing, screening, and shortlisting candidates.
  • Coordinate interviews and hiring schedules.
  • Conduct interviews when required and provide structured feedback.
  • Support onboarding administration and documentation.
  • Maintain training materials and onboarding resources.

    • Marketing & Social Media
  • Manage social media posting schedules across platforms.
  • Prepare captions, content, and schedule posts.
  • Assist with email campaigns and client communications.
  • Monitor engagement and escalate feedback or enquiries.

    • Team Support & Culture
  • Support onboarding and staff training coordination.
  • Assist with internal communications and staff updates.
  • Maintain HR administrative records including leave tracking and personnel files.

    • Key Requirements
  • Minimum 3+ years experience as an Executive Assistant, Operations Assistant, or Senior Virtual Assistant.
  • Excellent English communication skills (written and verbal).
  • Experience supporting business owners or senior leaders.
  • Strong organisational and time-management skills.
  • Experience in recruitment coordination and candidate screening.
  • Background in social media management or marketing support.
  • Comfortable handling client communication and staff coordination.
  • High level of professionalism, confidentiality, and attention to detail.

    • Technical Skills
  • Proficiency in Google Workspace or Microsoft 365.
  • Experience with social media platforms and scheduling tools.
  • Familiarity with project or task management tools (Trello, Asana, ClickUp, etc.).
  • Ability to learn new systems quickly.
    •
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