Virtual Assistants

QUALIFICATIONS

Product Knowledge

• Bachelor’s/College Degree in Business Administration, Management, Law, or other related discipline is a plus, but not required.
• At least 2 years of experience as Virtual Admin Assistant with stakeholder management skills
• Strong analytical and computer (primarily Outlook, Excel, Access, Teams) skills
• Strong oral and written communication skills
• Detail-oriented, always able to provide accurate and high-level quality work
• Ability to manage multiple priorities while remaining focused on quality and delivery
• Good administrative and organizational ability.
• Ability to learn quickly and think ahead
• Experience in a complex and fast paced SME environment will be highly regarded
• High level of empathy and mindfulness
• Works collaboratively and as part of a team building genuine relationships
• Provides systematic and dependable follow up, as well as a high level of organization and preparedness
• Maintains workflow under pressure and in a fast-paced, high-profile work environment
• Accountability – always following up and staying ahead of the game
• Ability to think strategically and execute quality output under tight deadline
• Strong time-management skills and presentation skills
• Hard working and passionate about career and making a difference.

Customer Focus

• Actively seeks to understand and deliver client needs, expectations, and level of satisfaction
• Able to maintain good relationships with clients and other stakeholders
• Pro-actively seeks solutions for clients
• Experience in working with an Australian company is a plus
• Experience as Admin/personal assistant/receptionist for Government infrastructure industry is desirable

DUTIES AND RESPONSIBILITIES

Main Responsibilities

• Management and coordination of agendas for 1:1 and direct report meetings
• Run curated content through paraphrasing filters and publish blogs/update website pages
• Draft and schedule social media posts
• Coordinate with meeting requestees to find the most efficient time, take minutes and provide reporting
• Write error-free, eloquent emails and letters
• Edit/modify documents and presentations
• Assist with personal admin (e.g., get quotes from Fiverr, tradesman, etc.)
• Maintain confidentiality and use a high degree of discretion
• Full responsibility for day-to-day operations of the executive management function
• First point of contact for all CEO enquiries/issues
• Oversee internal administration processes and system upkeep
• Responsibility for maintaining a strong culture and internal engagement
• Organisation of functions, events, and other ad hoc celebrations throughout the year
• Coordinate travel and accommodation requirements
• Minute taking for meetings
• Office Coordination, general office support and other building matters when required
• Providing necessary data & reports to the Management & Sales Team
• Sales monitoring, updating sales sheet, sales order nos, client details, delivery dates, and contacting sales for the list of follow-ups.
• Managing sales-related activity including generating weekly emails to be sent out to the Business Managers of outstanding responses or follow-ups from staff and clients.
• Coordinate and manage multiple priorities and projects on a timely basis.

Ad hoc tasks

• Tasks deemed necessary to ensure excellent customer experience as determined by management