Executive Assistant

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

📋 Description

• Oversee inquiries received via phone, email, and website.

• Facilitate client intake and onboarding processes.

• Organize appointments, waitlists, referrals, and clinician schedules.

• Keep client records and practice documentation up to date.

• Assist with administration for Medicare, NDIS, WorkSafe, and private clients.

• Manage email inboxes and calendars effectively.

• Coordinate meetings and ensure follow-up actions are taken.

• Perform research and prepare necessary documentation.

• Oversee project coordination and monitor action items.

• Maintain and assist with Halaxy, Google Workspace, and Xero platforms.

• Support initiatives for workflow enhancements and automation projects.

• Create and uphold standard operating procedures (SOPs), checklists, templates, and documentation of processes.

• Organize document libraries and manage version control.

• Aid in the execution of policies and procedures.

• Ensure compliance and maintain audit registers.

• Assist in preparing for NDIS registration and readiness for audits.

• Coordinate efforts between the Director and specialized contractors.

• Contribute to quality improvement and ongoing enhancement initiatives.

• Assist with workshops, group programs, webinars, and educational resources.

• Manage registrations, attendance logs, and participant communications.

• Schedule content for social media and newsletters.

• Maintain databases for referrals and stakeholders.

⛳️ Requirements

• At least 2 years of experience as an Executive Assistant, Virtual Assistant, Practice Administrator, Operations Assistant, or a related role.

• Exceptional written and verbal communication skills in English.

• Prior experience with Halaxy is required.

• Strong organizational and time-management capabilities.

• Keen attention to detail is essential.

• Comfortable utilizing technology and cloud-based applications.

• Proficient in Google Workspace.

• Ability to work autonomously and demonstrate initiative.

• Experience in allied health, psychology, or healthcare administration is highly preferred.

• Familiarity with Xero is highly advantageous.

• Background in NDIS, Medicare, or WorkSafe administration is highly desirable.

• Experience with SOP and workflow documentation is beneficial.

• Project coordination experience is a plus.

• Knowledge of neurodiversity and neuroaffirming practices is a nice-to-have.

• Experience in psychology, counseling, social work, or the disability sector is advantageous.

• Skills in Canva and presentation design are a plus.

• Experience in social media marketing is an asset.

• Experience with webinar or LMS administration is a nice-to-have.

• Knowledge in workflow automation and process mapping is a bonus.

🏝️ Benefits

• Competitive salary.

• Opportunity to influence the HR function of a fast-growing BPO.

• Collaborate closely with a team of industry leaders who have a proven track record in scaling BPOs.

• Opportunities for career growth and professional development.