Virtual & Executive Assistant – NDIS

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

📋 Description

• Oversee calendars, appointments, and meetings for senior leadership.

• Manage emails, correspondence, and the preparation of documents.

• Provide assistance with reports, presentations, and internal documentation.

• Keep organized digital filing systems and maintain records.

• Assist with onboarding processes, including checklists, tracking, and follow-up.

• Support basic Excel reporting and tracking (e.g., funding usage, referrals).

• Aid in NDIS documentation, encompassing service agreements, consent forms, and participant records.

• Assist with plan tracking, funding usage, and basic reporting tasks.

• Coordinate appointments with participants, families, and support providers.

• Ensure that records and processes comply with NDIS standards and privacy regulations.

• Upload and manage participant documentation within internal systems.

• Review clinician calendars and time entries to verify accurate billing and session details.

• Dispatch fortnightly billing reminders to clinicians and follow up on pending entries.

• Serve as a primary contact for participants, families, and external stakeholders.

• Collaborate with therapists, support coordinators, and allied health professionals.

• Monitor actions, deadlines, and outstanding tasks.

• Manage inbound and outbound phone calls as needed (an area for future growth).

• Deliver exceptional customer service and maintain professional communication.

• Communicate with clinicians regarding missing documentation, calendar entries, or billing inquiries.

⛳️ Requirements

• Prior experience in an NDIS, disability, or allied health setting.

• Strong organizational and time-management capabilities.

• Excellent written and verbal communication skills.

• High level of attention to detail and accuracy.

• Proficient in using digital tools (e.g., Google Workspace or Microsoft Office).

• Ability to manage sensitive information with professionalism and discretion.

• Understanding of NDIS systems, funding, and terminology (preferred but not required).

• Experience in supporting executives or senior management (preferred but not required).

• Familiarity with practice management or CRM systems (preferred but not required).

• Strong Excel skills (data tracking, basic formulas, reporting) (preferred but not required).

• Canva experience for support as needed (preferred but not required).

🏝️ Benefits

• Opportunity to work in a dynamic and supportive environment.

• Professional development and training opportunities.

• Flexible work arrangements available.

• Engaging team culture focused on collaboration and growth.