Virtual Admin Assistant (FIN0001)

JOB OVERVIEW

As a Virtual Admin Assistant, you will be a trusted advisor and expected to support multiple senior managers and executives, proactively and effectively within the business. To be successful in this role, you will be expected to understand the business, and demonstrate a high level of business acumen and exceptional organisational skills which will contribute to seamless day-to-day operations.

DUTIES AND RESPONSIBILITIES

Executive Responsibilities

• Management and coordination of agendas for 1:1 and direct report meetings
• Maintenance of executives’ calendars and email inbox/es
• Writing error-free, eloquent emails and letters.
• Create and oversee internal administration process and systems upkeep
• Proactively source sales meet with potential customers and set appointments.
• Maintain confidentiality and use a high degree of discretion.
• Full responsibility for day-to-day operations of the executive management function
• Oversee internal administration processes and system upkeep
• Organisation of functions, events, and other ad hoc celebrations throughout the year
• Coordinate travel and accommodation requirements.
• Minute taking for meetings
• Account Management
• Be professional/courteous/polite in all communications.
• Raise emerging issues, concerns, or areas of opportunity that affect clients’ experience and/or the effectivity and efficiency of processes.
• Maintain a high level of quality and efficiency on all tasks managed by observing best practice and utilizing available tools.
• Ensure attendance, participation, and cooperation during knowledge transfer sessions and other meetings.

• Xero invoicing
• Outlook Email management

QUALIFICATIONS

Product Knowledge

• Bachelor's/College Degree in Business Administration, Management, or other related discipline is a plus, but not required.
• At least 3 years of experience as an Admin Assistant with stakeholder management skills.
• Admin assistance experience with C-level executives previously is preferred.
• Invoicing in XERO and transaction management

• Microsoft office knowledge
• Word document generation
• Hubspot experience favourable
• Conveyancing experience favourable
  

• Project management skills are advantageous.
• Strong analytical and computer (primarily Outlook, Excel, and 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.
• 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 organisation 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 levels of satisfaction.
• Able to maintain good relationships with clients and other stakeholders.
• Proactively seeks solutions for clients.
• Experience in working with an Australian company is a plus.