OVERVIEW:
The Executive Assistant Role is for a Melbourne based Strategic Design Agency, offering a comprehensive suite of services, including branding, user experience design, product innovation, digital transformation & marketing. Projects extend across various industries and sectors, catering to a wide range of clients, from ambitious start-ups to established corporations. Believing that design goes beyond mere aesthetics. This organization recognizes the transformative power of design and its ability to shape perceptions, influence behaviors, and create lasting connections. With their multidisciplinary team of visionary thinkers, skilled designers, and strategic minds, they consistently deliver exceptional design solutions that drive tangible results for their clients. A team of nine, the organization works entirely remotely, having daily catch ups as a team to foster a great culture.
JOB DESCRIPTION / RESPONSIBILITIES:
As an Executive Assistant, you are responsible for:
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- Calendar Management: Schedule and coordinate meetings, appointments, and events, considering the individual's availability and priorities. Set reminders and ensure timely attendance.
- Email Correspondence: Monitor and manage email accounts, respond to inquiries, prioritize messages, and maintain organized email folders. Draft and proofread emails and follow up on pending matters.
- Task Prioritization: Assist in prioritizing tasks, projects, and deadlines, ensuring effective time management and productivity.
- Help establish efficient workflows and recommend strategies for improved task handling.
- Document Preparation: Create, format, and proofread various documents, including reports, presentations, memos, and spreadsheets. Maintain a systematic filing system for easy access and retrieval.
- Travel Arrangements: Coordinate travel itineraries, including flight bookings, hotel accommodations, ground transportation, and visa arrangements. Prepare necessary travel documents and ensure smooth travel logistics.
- Research and Reporting: Conduct research on specific topics, compile information, and provide summarized reports as required. Utilize online resources effectively to gather relevant data and maintain accurate records.
- Template Management: Organize and maintain templates
- Administrative Support: Handle administrative tasks such as expense tracking, invoice processing, and maintaining confidentiality of sensitive information. Assist with personal tasks and errands when necessary.
- Communication Liaison: Act as a bridge between the individual and other team members, stakeholders, or external parties, relaying messages, facilitating communication, and ensuring timely follow-up.
BASIC QUALIFICATIONS:
We are looking for someone who has:
- Experience as a VA for a senior or manager at a marketing agency or design agency is a MUST.
- Proven experience as a Virtual Assistant or similar role, preferably supporting high-level professionals.
- Excellent organizational and multitasking abilities, with exceptional attention to detail.
- Strong written and verbal communication skills, with fluency in English.
- Proficiency in using productivity tools, such as calendar management, email clients, document editing software, and collaboration platforms.
- Tech-savviness and the ability to adapt quickly to new technologies and virtual communication tools.
- Strong problem-solving skills and the ability to work independently with minimal supervision.
- Discretion and confidentiality in handling sensitive information.
- Flexibility to accommodate occasional after-hours availability and international time zones.
- A proactive and adaptable mindset, with a willingness to take on new tasks and challenges.
- Someone who possesses a peppy and enthusiastic demeanor, bringing positive energy and motivation to their work.
- Someone who exhibits professionalism in all aspects of their communication and conduct, maintaining a polished and courteous approach while interacting with clients and team members.
- Exceptional organizational skills, attention to detail, and multitasking abilities are crucial for managing a wide range of tasks effectively
- A proactive mindset, adaptability, and the willingness to take on new challenges are key traits that enable VAs to thrive in dynamic and fast-paced environments
- Someone who blends their competence, personality, and dedication to deliver exceptional support and contribute to the overall success of the individual they assist.
We prefer someone who is Proficient to the following tools:
- Gmail, Google Calendar, Drive
- Asana
- Dropbox
- Xero
- Harvest
TYPE OF POSITION, PHYSICAL REQUIREMENTS, & EXPECTED HOURS OF WORK:
Part Time Position (20 hrs / week)
Work From Home Set up
Laptop / Desktop (Minimum requirements 8 GB RAM, i5 processor & Windows 10)
Internet Speed (Minimum of 15 MBPS}
SALARY AND BENEFITS:
Salary: 9 AUD / hour
Paid Australian Holidays
Paid Time off Benefits
Permanent Work from Home
HMO upon regularization
13th month pay bonus
Supportive Team
Job Type: Part-time
Part-time hours: 20 per week
Salary: Php25,000.00 - Php30,000.00 per month
Benefits:
- Work from home
Schedule:
- Day shift
Supplemental pay types:
- 13th month salary
Expected Start Date: 07/24/2023
