Virtual Admin Assistant (WEL0001)

Join Our Professional Community: Forge Connections, Shape Futures, Together, Powering Businesses Worldwide!

Are you ready to be part of a professional community that's powering businesses globally to save, grow, and transform? Do you want to work with innovative technology, alongside talented professionals who share your passion for excellence? Look no further - hammerjack has the perfect opportunity for you!

Role: Virtual Admin Assistant

Location & Work Set-Up: Onsite first (3-6 months), then Hybrid (Makati)

About Us:

At hammerjack, we're not just another outsourcing company - we bring together skilled professionals from the Philippines with businesses worldwide, leveraging expert operations and the latest technology to create connections that empower our community. Our mission? To improve lives by fostering meaningful professional relationships and driving success on a global scale.

Our Impact:

Over the years, we've built workplaces that empower employees to thrive, contributing in meaningful ways to the success and culture of companies around the globe. With our focus on professional services and our people-first culture, hammerjack has become a trusted partner for businesses and professionals alike, humanizing the outsourcing industry one connection at a time.

The Role:

As Virtual Admin Assistant, you will be a trusted advisor and expected to support multiple senior manager and executive roles, proactively and effectively within Australian businesses.

To be successful in this role, you will be expected to understand the business, demonstrate a high level of business acumen and exceptional organizational skills which will contribute to seamless day to day operations.

To ensure the organizational strategic and operational objectives, you will be working closely with internal and external stakeholders and clients. As such, highly effective relationship management, communication and influencing skills are required.

This role, and the organizations are fast paced and fast growing with many and varied challenges along the way. As such you will thrive in collaborative, flexible, and achievement focused environment

DUTIES AND RESPONSIBILITIES

Main Responsibilities

• Management and coordination of agendas for 1:1 and direct report meetings

• Run curated content through paraphrasing filters and publish blogs/update website pages

• Draft and schedule social media posts

• Coordinate with meeting requestees to find the most efficient time, take minutes and provide reporting

• Write error-free, eloquent emails and letters

• Edit/modify documents and presentations

• Assist with personal admin (e.g., get quotes from Fiverr, tradesman, etc.)

• Maintain confidentiality and use a high degree of discretion

• Full responsibility for day-to-day operations of the executive management function

• First point of contact for all CEO enquiries/issues

• Oversee internal administration processes and system upkeep

• Responsibility for maintaining a strong culture and internal engagement

• Organisation of functions, events, and other ad hoc celebrations throughout the year

• Coordinate travel and accommodation requirements

• Minute taking for meetings

• Office Coordination, general office support and other building matters when required

• Providing necessary data & reports to the Management & Sales Team

• Sales monitoring, updating sales sheet, sales order nos, client details, delivery dates, and contacting sales for the list of follow-ups.

• Managing sales-related activity including generating weekly emails to be sent out to the Business Managers of outstanding responses or follow-ups from staff and clients.

• Coordinated and managed multiple priorities and projects on a timely basis.

Account Management

• Be professional/courteous/polite on 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
• Collaborate with the team and contribute to the overall success of the program by sharing best practices and playing an active role in meetings, workshops etc.
• Help in creating Work Level Instructions (WLIs) for the tasks being handled
• Represent hammerjack and brands in a professional manner

Ad hoc tasks

• Task deemed necessary to ensure excellent customer experience as determined by management

What You’ll Bring to the Table:

Product Knowledge

• Bachelor's/College Degree in Business Administration, Management, Law, or other related discipline is a plus, but not required.
• At least 2 years of experience as Virtual Admin Assistant with stakeholder management skills
• Strong analytical and computer (primarily Outlook, Excel, Access, Teams) skills
• Strong oral and written communication skills
• Google Suite and Click Up experience is advantageous
• 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.
• Experience in a complex and fast paced SME environment will be highly regarded.
• 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 organization 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 deadlines.
• 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 level of satisfaction
• Able to maintain good relationships with clients and other stakeholders
• Pro-actively seeks solutions for clients
• Experience in working with an Australian company is a plus
• Experience as Admin/personal assistant/receptionist for Government infrastructure industry is desirable

What's in It for You:

• Flexibility: Work remotely or from one of our inspiring offices and enjoy a better work-life balance!
• Inspiring Workspaces: Our offices are strategically located and designed to fuel your best work.
• Free Unlimited Barista Coffee and Booze: Enjoy refreshments from our cafe and beverage bar.
• Dynamic Open Spaces: Conducive for productivity and creativity.
• State-of-the-Art Security: Ensuring your safety and peace of mind.
• Game Rooms: Take a break and unwind with our recreational facilities.
• Competitive Compensation: Your talents deserve to be rewarded! We help you negotiate with our clients.
• Professional Growth: Access to ongoing training and development opportunities to help you reach your full potential.
• A Supportive Community: Join a diverse and inclusive team that's dedicated to your success.
• Global Impact: Be part of something bigger and make a difference on a global scale.

Ready to Make a Difference?

If you're ready to join a dynamic team and be part of something truly special, we want to hear from you! Apply directly on this job ad, and let's forge a brighter future together! Let's forge a brighter future together!

hammerjack is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.