Administrative VA

This is a fully remote position, open to applicants in Australia.

📋 Description

• Oversee and organize various email inboxes, including triaging, prioritizing, filing, archiving, drafting responses, and following up.

• Manage calendars, appointments, diary scheduling, Calendly arrangements, meetings, and bookings for both business and personal commitments.

• Develop, update, and maintain standard operating procedures (SOPs), workflows, documentation, folders, archives, project folders, and time logs for projects.

• Assist in enhancing processes, improving operational efficiency, onboarding clients, handling recurring administrative tasks, tracking time, generating reports, and conducting research and information gathering.

• Annotate PDF proposals with modifications requested by the design team.

• Facilitate project coordination and collaboration between internal teams and external contractors.

• Add and organize contacts in Mailchimp and assist with lead and contact management.

• Optionally create client profiles and quotes using Xero.

• Support client projects through research, administration, social media coordination, competitor and market analysis, lead generation, as well as creative and marketing initiatives.

• Manage personal calendars, appointments, meetings, travel arrangements, events, to-do lists, reminders, household administration, shopping, meal planning, gift planning, and family scheduling.

• Draft personal correspondence and liaise with personal stakeholders and service providers.

• Handle confidential or sensitive matters with utmost discretion.

• Conduct online shopping research, prepare shopping carts, and seek approval prior to purchases; no handling of credit cards is required.

• Identify and assist in implementing AI tools, automations, and AI-assisted systems to minimize manual tasks and enhance workflows.

• Send end-of-day reports detailing completed tasks, outstanding tasks, obstacles, and hours worked.

• Notify the client when approaching or reaching four hours of work in a week.

⛳️ Requirements

• Prior experience as a Virtual Assistant, Executive Assistant, or Administrative Assistant.

• Exceptional organizational and time management abilities.

• Outstanding written communication skills in English.

• Capability to work independently and take initiative.

• Strong attention to detail.

• Excellent critical thinking and problem-solving skills.

• Comfortable managing confidential and sensitive information.

• Reliable internet connection and a well-equipped home office setup.

• Willingness to learn new systems and workflows.

• Experience supporting founders, executives, or small business owners is preferred.

• Background in creative, branding, marketing, or agency settings is preferred.

• Familiarity with social media coordination or content planning is preferred.

• Experience in lead generation or online research is preferred.

• Experience in creating or maintaining SOPs and process documentation is preferred.

• Familiarity with AI tools, automations, and workflow optimization is preferred.

• Experience with Google Workspace, Google Chat, Calendly, Asana, Mailchimp, and Xero is preferred.

• Familiarity with Claude and ChatGPT is preferred.

🏝️ Benefits

• Flexible working hours.

• Potential to increase to over 10 hours per week based on workload, performance, and business requirements.

• Weekly check-ins and task briefings may be held.

• Hours may continue as usual, be reduced, or be canceled during Victoria school holiday periods.

• No work, no pay arrangement.