Key Responsibilities
- Triage, label, and action incoming emails daily across three structured review sessions — morning, midday, and end of day
- Maintain and improve Gmail filters and folder structure so the right emails reach the right place without manual sorting
- Compile a daily inbox briefing summarising priority emails, invoices received, calendar changes, and completed items
- Track all incoming invoices in a shared spreadsheet and forward to the accountant where required
- Track recurring purchases such as clinical assessments and supplies, and flag when stock is running low
- Manage calendar events, block pre-meeting preparation time, and flag scheduling conflicts before they become problems
- Identify and surface urgent matters (clinic issues, staff escalations, legal correspondence) for immediate attention via Google Chat
- Support policy and procedure documentation in Google Drive as inbox management stabilises — including document version control and folder structure improvements
Must-Have Qualifications
Before you apply, confirm:
- You have at least 2 years of experience as an Executive Assistant, EA, or senior admin VA supporting a busy manager or business owner
- You are proficient in Google Workspace — Gmail, Google Calendar, Google Drive, and Google Chat
- You are available Mon–Fri during AEST business hours for 20 hours per week
- You have strong written English and communicate proactively without waiting to be asked
- You have a reliable internet connection and a quiet, professional remote work setup
- You are comfortable working in a health or regulated environment where privacy and discretion are non-negotiable
Nice-to-Have Skills
- Familiarity with NDIS, Medicare, or allied health administrative processes
- Experience setting up basic automation (Zapier, Google Scripts, or similar) for reminders or workflows, such as distributing updated policies to staff
- Hands-on experience using AI tools — particularly Claude — to draft communications, summarise email content, or streamline repetitive admin tasks
