Job Description
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 organizations 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 companys 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.
Qualifications
Perform other administrative and coordination tasks as required.
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.
