Executive Assistant

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to provide administrative support to client. This full-time position requires exceptional communication skills, the ability to manage multiple tasks efficiently, and the ability to handle confidential information with discretion. The ideal candidate will be experienced in calendar management, email coordination, document handling, and onboarding new employees, while utilizing various tools to streamline operations.

Key Responsibilities:

1. Calendar and Schedule Management:

   • Organize and maintain the client’s calendar, ensuring proper time management.

   • Schedule meetings, training sessions, and events with internal and external stakeholders.

   • Manage calendar invites, including sending, rescheduling, and following up via Google Calendar or Microsoft Teams.

2. Communication Coordination:

   • Draft and respond to emails behalf, ensuring clear and professional communication.

   • Coordinate and manage correspondence with team members, new hires, and other stakeholders.

   • Provide timely updates on schedules, priorities, and any changes to key individuals.

3. Document and File Management:

   • Prepare and revise important onboarding documents, including First Week Planners, Training Calendars, and Welcome Guides.

   • Handle confidential and sensitive files, such as bonus spreadsheets and team member records.

   • Format and share documents using PDF tools and ensure proper documentation storage.

4. Onboarding and Training Coordination:

   • Assist with virtual onboarding processes for new hires, ensuring a smooth integration.

   • Prepare and manage training schedules, forms, and guides tailored for both virtual and offshore teams.

   • Track and ensure completion of onboarding tasks, such as form submissions and document processing.

5. Support for Operational Processes:

   • Monitor and manage updates to tasks and workflows.

   • Clarify task requirements or file formats to ensure efficient execution.

Collaborate with team members to ensure project deadlines and objectives are met in a timely manner.

• Required Skills and Qualifications:

  • Communication Tools:

    • Proficient in Gmail, Microsoft Teams, and Zoom for effective communication.

  • Calendar and Task Management:

    • Skilled in Google Calendar, Microsoft Outlook, and task management tools such as Trello or Asana (if applicable).

  • Document Management:

    • Proficient in Microsoft Word, Excel, and PowerPoint.

    • Experienced in using PDF tools (e.g., Adobe Acrobat or equivalent) for document editing and sharing.

    • Knowledge of Fusesign for document signing and sharing.

  • Onboarding and Training:

    • Familiar with Employment Hero Payroll and JotForm for HR processes.

    • Experience using internal company platforms for task tracking and record keeping.

  • File Sharing and Formatting:

    • Proficient in Google Drive or other shared drive platforms.

  Familiarity with Canva for creating visually appealing presentations (if needed).

Technical Requirements:

• Equipment is self-provided

• USB Headset with Noise Cancellation feature

• Working Webcam

• Computer with at least 1.5 GHz processor and at least 8GB RAM

• Main Internet Service Speed: at least 50 Mbps cable connection

• Backup Internet Service Speed: at least 25 Mbps

• Dual Monitor

Benefits:

• Discretionary bonus - not a 13th month pay.

• Referral Bonus - 50 AUD per successful hire (3rd mark with the client)

• Dedicated support person (CSM)

• Fun culture

• Support from HR, Tax, and other specialties

• 10 Paid Annual Leaves; 9 Paid Australian Holidays (ONLY regular employees); 1 Birthday Leave

• Company Outing (For tenured employees; 6 months)

• Paid Training

• 100% Work-From-Home

• BIR as you are a contractor (Required to submit any contributions required by the government.)