About the role
Executive Assistant Virtual Assistant
We are looking for an experienced, proactive, and highly organised Executive Assistant Virtual Assistant to support an Australian cleaning and facilities management company.
This role is perfect for someone who is:
• Experienced in Executive Assistant, Operations, or Project Coordination roles.
• Highly organised with exceptional attention to detail.
• Experienced in creating, reviewing, and maintaining business processes and documentation.
• Confident supporting senior management and coordinating multiple projects simultaneously.
• Proactive, organised, and able to work independently.
• Comfortable working with business systems, operational workflows, and project tracking tools.
• Passionate about improving systems, maintaining accountability, and supporting business growth.
Key Responsibilities:
• Support the General Manager and CEO with day-to-day operational and administrative tasks.
• Coordinate meetings, prepare meeting minutes, and follow up on outstanding action items.
• Maintain and improve the company's Operations Management Systems (OMS).
• Review, update, and standardise business procedures, documentation, and workflows.
• Assist in managing Microsoft Teams, Planner, and accountability tracking.
• Coordinate site implementations and deactivations across multiple business platforms.
• Monitor operational tasks and assist managers in maintaining accountability.
• Support project coordination, subcontractor administration, and project documentation.
• Assist with payroll work bill reviews, store orders, and operational reporting.
• Maintain organised filing systems and business documentation.
• Support ISO compliance documentation and continuous improvement initiatives.
• Draft professional emails and business correspondence on behalf of management.
• Assist with special projects and additional tasks as directed by the General Manager and CEO.
Requirements:
• Previous experience as an Executive Assistant, Operations Coordinator, Project Coordinator, Administrative Assistant, or Virtual Assistant.
• Excellent spoken and written English communication skills.
• Strong organisational, planning, and time management skills.
• High attention to detail with excellent documentation skills.
• Experience creating, reviewing, or maintaining business procedures and SOPs.
• Proficient in Microsoft Teams, Microsoft Outlook, Word, Excel, and other Microsoft Office applications.
• Ability to manage multiple priorities while maintaining accuracy.
• Strong problem-solving and critical thinking skills.
• Ability to work independently while supporting senior leadership.
• Reliable internet connection and professional home office setup.
Highly Regarded:
• Experience supporting Australian businesses.
• Experience with Microsoft Planner or project management platforms.
• Experience with operational management systems or workflow documentation.
• Experience coordinating projects and process improvements.
• Experience with compliance documentation or quality management systems.
Work Schedule:
• Monday to Friday
• Australian Business Hours
If you are looking for a long-term opportunity supporting an Australian leadership team while helping improve business operations and systems, we'd love to hear from you.
Send your resume to:
Subject:
Executive Assistant Virtual Assistant
Please ensure you use the correct email subject line and include a professional application email when submitting your resume. Applications that do not follow the application instructions may not be considered during the initial screening process.