Executive Assistant
Executive Assistant
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5years
Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
This is a remote position.
Key Responsibilities
1. Meeting and Call Management:
- Schedule calls and virtual meetings coordinating across multiple time zones.
- Send reminders and followups for upcoming meetings.
- Provide premeeting briefs and take detailed file notes during calls and meetings (live or from recordings).
- Organise notes into the company CRM (e.g. Pipedrive) categorised by client or project.
2. Document and Inbox Management:
- Ensure meetingrelated and task documents are properly filed in designated folders.
- Review and summarise reports or relevant documents as needed.
- Monitor and triage email inbox daily delegating inquiries and flagging tasks for internal or external responses.
3. Client Communication Support:
- Respond promptly to potential client inquiries or draft initial replies.
- Handle scheduling communications including sending links and confirming call times.
- Track and manage client followups ensuring pending actions are notified in line with established workflows.
4. Lead Management:
- Update CRM with client details conversation summaries and next steps.
- Create structured handover documents or tasks for the Engagement and Operations teams.
- Follow up with internal teams on progress and provide updates.
5. Task and Time Management:
- Maintain a realtime task list using tools like Asana or Trello highlighting urgent tasks.
- Suggest timeblocking strategies for focused work and shield the schedule from interruptions.
- Track and report time via tools like Toggl or spreadsheets and upload timesheets to designated software.
6. Team and Meeting Coordination:
- Schedule regular checkins and draft focused agendas for team meetings.
- Monitor and summarise team queries drafting responses or organising information for quick action.
7. Research and Development Support:
- Conduct research on new tools or processes particularly in AI and automation and prepare summaries.
- Assist in implementing and standardising workflows by creating templates or documented guides.
Requirements
Benefits
- Australian clients and Australian hours (giving you great experience and an early finish!)
- Work from Home Allowance
- HMO for you AND a dependent from Day 1
- 20 Days Annual Leave and 5 Days Sick Leave
- Government Statutory Benefits
- 13th Month Pay
- Computer Equipment
- Opportunities for growth
- And of course a competitive salary
At least 3+ years experience in Administration; Scheduling Proficiency in CRM and ERP systems, with demonstrated experience in data management and system administration; Intermediate Word and Excel skills; Excellent verbal and written communication skills; Ability to work under pressure and meet deadlines.
Employment Type
Full Time
