Job Overview:
We are seeking an exceptionally organised and proactive Executive Assistant to the Managing Director of a leading AU performance marketing agency. The ideal candidate will ensure day-to-day operations run smoothly by managing the executive's schedule, communications, and organisational needs. This role requires someone highly efficient, tech-savvy, and detail-oriented, capable of keeping all personal and professional accounts in order.
Key Responsibilities:
- Daily Schedule Management: Organize and prioritise calendar, ensuring all meetings, deadlines, and personal tasks are scheduled and updated promptly.
- Communication Handling: Manage Slack, Asana, email inboxes, and other communication platforms, prioritising and responding to inquiries as needed.
- Task and Project Management: Use Asana or similar tools to create, assign, and monitor tasks to ensure they are completed on time. Assist with follow-ups and task delegation to the internal team.
- Email and Calendar Management: Manage all incoming emails, flag important communications, and schedule appointments. Ensure calendar appointments are efficiently managed, and any potential conflicts are proactively handled.
- Client and Internal Oversight: Maintain constant attention to client and internal actions, providing updates, alerts, and follow-ups when necessary.
- Personal Account Management: Support the executive's personal accounts, ensuring a seamless integration of personal and business tasks where necessary.
- Documentation & Filing: Maintain and organise important documents, reports, and files for easy access and retrieval.
- Task Prioritization: Work with the executive to identify critical priorities each day and week, ensuring all urgent tasks are handled in a timely manner.
- Reporting: Regularly update ongoing projects, task status, and upcoming deadlines.
- Confidentiality: Manage sensitive information with discretion and professionalism at all times.
Skills & Qualifications:
- Proven experience as a Virtual or Personal Assistant, Executive Assistant, or similar role.
- Proficiency with Slack, Asana, Google Workspace, Microsoft Office, and other project management software.
- Excellent organisational skills and attention to detail.
- Strong communication skills, both written and verbal.
- Ability to multitask and manage time efficiently.
- Tech-savvy with the ability to quickly learn and adapt to new tools and platforms.
- High level of professionalism and confidentiality.
- Ability to work autonomously and take initiative.
Preferred Experience:
- Experience working with senior-level executives or business owners.
- Familiarity with performance marketing or digital marketing environments is a plus.
What We Do
Outsource Solutions For Business hammerjack is an Australian & Philippine owned and operated offshore outsourcing services provider. Headquartered in Sydney with multiple operating offices in Makati, Manila, and Pampanga, Philippines. We specialise in providing dedicated, high performing teams and outsourced services to the global small and midsize business market. Our solutions deliver quality and consistent outcomes and are helping businesses to focus on their core competencies, reduce operating costs and deliver more value to their customers. hammerjack has been a major player in developing the new Knowledge Process Outsourcing (KPO) industry in the Philippines servicing the Australian, U.S.A and U.K markets. Over the last 7 years we have sourced trained and developed top talent focussed on the Finance, Accounting, Bookkeeping, IT and Virtual Assistant services space. Our knowledge and experience in implementing the latest technologies and systems to support the best people has led to continued success for our clients and their remote teams, all while placing information and cyber security at the forefront. Our operating model was born in the enterprise services space and has been specifically developed to cater for the small, midsize market. This experience and collaborative customer approach set business up for success, no matter where they are on their journey. We offer an enterprise level approach to continuous improvement, high performance & quality, and world class customer experience. Our ability to deliver this level of service across multiple lines of business and industry verticals is a product of our investment in people, technology and the governance that sits behind it all.
