Executive Assistant & Business Support

2 hours, 5 minutes ago
Full-time
Senior
Operations
Virtual Assistance Services

Virtual Assistance Services

VirtualStaff365 is a Melbourne-based outsourcing specialist that helps Australian businesses source, hire, and retain virtual staff. They assist in improving operational efficiency, reducing staffing costs, and growing businesses by providing professio...

Professional Services
11-50
Founded 2016

Description

  • Manage the General Manager’s inbox by reviewing incoming emails, prioritizing messages, drafting replies, and responding on the GM’s behalf when appropriate.
  • Organize travel itineraries and support executive scheduling-related needs.
  • Create onboarding and offboarding checklists for staff.
  • Coordinate the storage, organization, and maintenance of business records and documentation.
  • Develop and maintain SOPs and system guides to support training and knowledge sharing.
  • Liaise with suppliers by email regarding order placement, production timelines, and shipping deadlines.
  • Update internal project management boards to maintain visibility of supply chain progress.
  • Perform daily system checks to confirm logins and integrations are working properly.
  • Carry out basic data entry and spreadsheet work using Excel or Google Sheets, including formulas, VLOOKUP, and pivot tables.
  • Format reports to match brand guidelines and assist with improving system documentation and workflows.

Requirements

  • Previous experience in an Executive Assistant or senior administrative role.
  • Ideally, experience in supply chain, manufacturing, imports, or SKU-based inventory environments.
  • Intermediate Microsoft Office and Google Suite skills, including Excel or Sheets, VLOOKUP, pivot tables, and formulas.
  • Intermediate proficiency with Gmail and Google Drive.
  • Experience with project management software, with Asana preferred and Trello or Monday.com also acceptable.
  • Basic familiarity with inventory management systems and a conceptual understanding of how they work.
  • Shopify exposure is advantageous but not essential.
  • High level of discretion and confidentiality.
  • Strong written communication skills for overseas supplier communication and clear verbal English for internal voice or video calls.
  • Extremely organised, detail-oriented, proactive, self-directed, and able to investigate inconsistencies.
  • Polite, respectful, and professional communication style.
  • Preference for a Windows-based computer or laptop and a dual-screen setup, or willingness to use a second monitor.

Benefits

  • Permanent work-from-home setup.
  • Dayshift schedule aligned to Australian business hours.
  • Full-time role.
  • HMO coverage.
  • Annual leave.
  • 13th-month pay.
  • Government-mandated benefits.

Interested in this position?

Apply directly on the company website

Apply Now

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