Executive Virtual Assistant

Position: Executive Assistant

Number of hours: 40 hours per week

Schedule: Australia (AEST) Time Zone (Queensland 8am - 5pm)

Core Competencies

• Ethics. Works with integrity; Upholds organizational values.
• Dependability. Follows instructions, and responds to management direction; results-oriented and committed to achieving objectives and tasks as required.
• Teamwork and Collaboration. Exhibits objectivity and openness to others views; Gives and welcomes feedback; Contributes to building a positive culture. Communicates effectively.
• Professionalism. tactfully approaches others; Reacts well under pressure; Treats others with respect and consideration; Accountable for all actions and decisions.
• Organizational Support. Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values.
• Quality Management. Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
• Decision Making. Analyzes each situation, looking for opportunities to make any situation more beneficial for the company. Participates effectively in communication to achieve optimum results.
  
  

Key Responsibilities

• Provide full-time executive assistance support to the company directors.
• Manage and organize the directors emails, including monitoring inboxes, sorting messages, flagging urgent concerns, and ensuring timely responses and follow-ups.
• Attend meetings and accurately capture key discussion points, decisions, and action items.
• Enter, update, and manage action items in the company's operating system, Smartsheet.
• Follow up with assigned team members to ensure action items are completed within the required timeline.
• Prepare and send clear meeting notes and summaries after meetings.
• Coordinate communication between the directors and internal team members.
• Assist with reminders, scheduling support, and task tracking as needed.
• Maintain confidentiality when handling sensitive business and executive information.
• Perform other administrative and coordination tasks as required.
  
  

Qualifications

• Previous experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, or similar role.
• Strong email management and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to take clear and accurate meeting notes.
• Strong follow-up skills and ability to monitor pending action items.
• Experience using Smartsheet or similar project/task management tools is an advantage.
• Proactive, reliable, and able to work with minimal supervision.
• Good time management skills and ability to handle multiple priorities.
• Professional attitude when communicating with directors, team members, and stakeholders.
• Comfortable working in a fast-paced environment.
• Willing to work during holidays when required, schedule to be determined.