Posted 4 months ago

Executive Assistant

PhilippinesRemoteFull-time

AI Summary

A detail-oriented Virtual Executive Assistant provides administrative and project management support to the GM, handling scheduling, communications, research, and coordination of environmental projects.

About this role

About the Company:

For more than 20 years, the company has worked alongside homeowners, councils, developers, architects, builders and surveyors throughout South East NSW. The company offers specialized expertise in on-site wastewater management, stormwater quality management and bushfire hazard assessment.

We are looking for a proactive, detail-oriented, and assertive individual to join our team as a Virtual Executive Assistant. This remote position involves providing executive and administrative support, overseeing tasks, projects, and communication across multiple businesses.

Responsibilities:

Administrative Support

- Manage the GM’s calendar, schedule meetings, and coordinate appointments.

- Arrange travel plans, itineraries, and accommodations.

- Organize and maintain files, documents, and reports.

Project Management

- Track timelines, tasks, and deliverables using Monday.com.

- Assist with coordinating environmental research projects and meeting deadlines.

- Monitor progress and provide regular updates to the GM.

Communication

- Draft, proofread, and edit emails, reports, and presentations.

- Manage communications, ensuring timely responses and follow-ups.

- Prepare meeting agendas and record accurate minutes.

Research and Data

- Conduct research to support environmental initiatives.

- Compile data for reports, presentations, and publications.

- Update databases with relevant information.

Task Prioritization and Follow-Up

- Prioritize and manage the GM’s tasks effectively, ensuring nothing falls through the cracks.

- Set reminders for important deadlines, meetings, and events.

Proofreading and Editing

- Review scientific and technical documents for accuracy, grammar, and formatting.

- Ensure consistency and quality in all written communications and publications.

Technology and Tools

- Proficient use of Monday.com to manage workflows and enhance team collaboration.

- Use tools like Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and any other relevant software.

- Familiarity with environmental software or databases is a plus.

General Support

- Assist with the preparation of grant applications, proposals, and environmental assessments.

- Coordinate with internal teams and external stakeholders as needed.

- Handle other administrative or operational tasks to support the GM effectively.

Qualifications

3 years or more proven experience as a Virtual, Executive, or Personal Assistant.

Proficient in emerging technologies (e.g., AI tools, cloud services, VoIP) and Microsoft Office.

Skilled in word processing, spreadsheets, and online scheduling tools (e.g., Outlook, Google Calendar).Strong phone, email, and messaging communication skills.

Excellent organizational, time management, and written communication abilities.

Discretion, confidentiality, and professionalism.

Experience with social media management, especially LinkedIn.

Access to a quiet, dedicated workspace.

Experience with Xero is an advantage.