Executive Virtual Assistant

Position: Executive Assistant

Number of hours: 40 hours per week

Schedule: Australia (AEST) Time Zone (Queensland 8am - 5pm)

Core Competencies:

● Ethics. Works with integrity; Upholds organizational values.

● Dependability. Follows instructions, and responds to management direction; results-oriented and committed to achieving objectives and tasks as required.

● Teamwork and Collaboration. Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive culture. Communicates effectively.

● Professionalism. tactfully approaches others; Reacts well under pressure; Treats others with respect and consideration; Accountable for all actions and decisions.

● Organizational Support. Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization’s goals and values.

● Quality Management. Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

● Decision Making. Analyzes each situation, looking for opportunities to make any situation more beneficial for the company. Participates effectively in communication to achieve optimum results.

Key Responsibilities:

● Provide full-time executive assistance support to the company directors.

● Manage and organize the directors’ emails, including monitoring inboxes, sorting messages, flagging urgent concerns, and ensuring timely responses and follow-ups.

● Attend meetings and accurately capture key discussion points, decisions, and action items.

● Enter, update, and manage action items in the company’s operating system, Smartsheet.

● Follow up with assigned team members to ensure action items are completed within the required timeline.

● Prepare and send clear meeting notes and summaries after meetings.

● Coordinate communication between the directors and internal team members.

● Assist with reminders, scheduling support, and task tracking as needed.

● Maintain confidentiality when handling sensitive business and executive information.

● Perform other administrative and coordination tasks as required.

Qualifications:

● Previous experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, or similar role.

● Strong email management and written communication skills.

● Excellent organizational skills and attention to detail.

● Ability to take clear and accurate meeting notes.

● Strong follow-up skills and ability to monitor pending action items.

● Experience using Smartsheet or similar project/task management tools is an advantage.

● Proactive, reliable, and able to work with minimal supervision.

● Good time management skills and ability to handle multiple priorities.

● Professional attitude when communicating with directors, team members, and stakeholders.

● Comfortable working in a fast-paced environment.

● Willing to work during holidays when required, schedule to be determined.