Job Overview

Our client is looking for a proactive, highly organized Executive Assistant to provide high-level administrative, financial, and operational support to the founder. This role involves managing communications, overseeing financial data entry in Xero, utilizing Uptic for job management, coordinating operational workflows, and documenting standard operating procedures to ensure seamless daily operations.

Schedule

• Monday - Friday, 8:00 AM - 5:00 PM AEST (40 work hours per week)

Responsibilities

• Proactively manage and triage the founder's email inbox by categorizing and prioritizing communications, and drafting responses for approval.
• Perform administrative groundwork for quotes and sales processes, including gathering information and preparing initial drafts in Uptic.
• Schedule and coordinate the founder's internal team discussions and external appointments, assisting with task delegation to team members.
• Manage daily financial data entry and transaction categorization within Xero, ensuring accuracy and compliance.
• Process supplier invoices, reconcile payments, and assist with accounts payable tasks.
• Support client invoicing procedures and follow up on overdue accounts as directed.
• Utilize Uptic to set up new client sites, create quotes, and update existing quotes in accordance with documented procedures.
• Coordinate operational workflows with the Service Manager and HR, including technician calls, access issues, and distributing building plans to the drafter.
• Document existing administrative and operational workflows, create comprehensive Standard Operating Procedures (SOPs), and maintain the knowledge base using Loom, pCloud, and Safety Champion.
• Monitor and track key operational metrics related to quote turnaround and service delivery, identifying bottlenecks and recommending improvements.

Requirements

• Proven experience in a high-level administrative or executive virtual assistant role, ideally supporting a senior executive or business owner.
• Demonstrated proficiency in Xero for bookkeeping and comprehensive financial administration.
• Experience with job management systems (e.g., Uptic) or similar CRM/ERP software is highly regarded.
• Exceptional organizational skills, meticulous attention to detail, and a proactive approach to task management.
• Strong written and verbal communication skills, with the ability to draft professional correspondence and communicate effectively with various stakeholders.
• Tech-savvy, with experience using various business software and platforms (e.g., Slack, Loom, pCloud, and Safety Champion).
• Ability to work autonomously, prioritize effectively, and manage multiple projects in a fast-paced environment.
• A problem-solving mindset with a commitment to process improvement, efficiency, and quality service delivery.

Additional Expectations

• Strong focus on efficiency and quality service delivery, aligning with the company's ISO accreditation and "within the hour" quote turnaround goal.
• Proactive approach to identifying and implementing process improvements and contributing to business automation.
• Ability to work independently, manage priorities effectively, and take initiative in addressing challenges.
• Commitment to maintaining high standards of accuracy and confidentiality, especially when handling financial and sensitive administrative information.
• Keen eye for detail and strong organizational skills, contributing to a robust and accessible knowledge base.
• Comfortable working in a fast-paced, results-oriented environment with a desire to make a tangible impact.

*Pay can be received in USD if you have a USD account.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.