Virtual Executive Assistant

We are seeking a detail-oriented, strong-willed, proactive individual to join our team in the role of Virtual Executive Assistant to the managing director. This remote role involves providing an executive assistant and administrative supporting role, managing various tasks, projects, and communication across multiple businesses.

Responsibilities

• Protect and manage time, energy, and focus of managing director over multiple businesses.
• Manage multiple email accounts across multiple platforms and businesses.
• Schedule and set up meetings.
• Manage and organise calendars.
• Book travel and accommodation.
• Prepare customer spreadsheets and keep online records.
• Perform market research as assigned.
• Create presentations as assigned.
• Address business administrative queries in conjunction with company bookkeeper.
• Act as the point of contact for clients and other external partners.
• Manage information flow in a timely and accurate manner.
• Assist with tracking expenses and prepare weekly, monthly, or quarterly reports.
• Format information for internal and external communication – memos, emails, presentations, and reports.
• Convert meeting audio/transcripts to action items and To Do’s via AI app and email relevant parties.
• Manage and update social media platforms, with a specific focus on LinkedIn.

Requirements and Skills

• Proven experience as a Virtual Assistant, Executive Assistant, Personal Assistant, or in a relevant role.
• Familiarity with current and emerging technologies, like AI applications, desktop sharing, cloud services, VoIP, and Microsoft Office applications. 
• Experience with word-processing software and spreadsheets (e.g., MS Office).
• Knowledge of online calendars and scheduling (e.g., Outlook & Google Calendar).
• Excellent phone, email, and instant messaging communication skills.
• Outstanding organisational and time management skills.
• Excellent verbal and written communication skills.
• High school diploma; additional qualifications as an Administrator, Executive Assistant, or Personal Assistant are a plus.
• Discretion and confidentiality.
• Experience in social media management
• Experience with LinkedIn.
• Access to a quiet, dedicated workspace free from interruptions or external noise.
• Experience with Xero would be a plus

Character Traits

• Detail-oriented: Able to accomplish tasks with a high level of precision.
• Strong personality: Capable of standing ground when necessary and contributing to the team with confidence.
• Driven and proactive: Able to take initiative, anticipate needs, and strive for excellence. In this role, a strong Internet connection is required, along with a dedicated workspace that allows for complete focus on the job at hand. You should be able to handle administrative projects and deliver high-quality work under minimum supervision. You will contribute to the efficiency of our businesses by providing personalised and timely support to team members and executive members.