Executive Assistant For A Marketing And Communications Agency In Australia (home Based Full Time) - Remote Eligible

Virtual Assistant

We provide businesses, startups, and entrepreneurs with dedicated contractors from the Philippines.

The company is a dynamic and growing agency dedicated to both developing its people and delivering impactful work for clients. As a full-service, integrated marketing and communications agency, they provide branding and design, media buying, public relations, digital and content marketing, and traditional advertising.

Job Description:

• Executive support and diary management

- Coordinate and manage complex calendars for two managing partners, including scheduling meetings, appointments, and reminders.

- Anticipate scheduling conflicts and proactively resolve them.

- Manage inboxes, draft correspondence, and prioritize communication for attention.

- Ensure calendars include adequate time for meeting preparation as required and necessary work blocks.

• Meeting and event coordination

- Organize, coordinate, and attend meetings (virtual and in-person), including agendas, supporting documentation, minute-taking, and action tracking.

- Support coordination of business events, workshops, and stakeholder engagements.

• Document and report preparation

- Draft, edit, and format reports, presentations, and business documents as required.

- Ensure accuracy, professionalism, and brand consistency in all written outputs.

• Administration support and internal liaison

- Maintain effective digital filing and record-keeping systems.

- Liaise with internal team members to ensure smooth information flow between the managing partners and staff.

- Support project management by monitoring deadlines and ensuring follow-ups are completed.

• Expense management and travel logistics

- Coordinate travel arrangements, itineraries, and bookings.

- Manage expense claims, receipt loading, budget tracking, and reimbursements.

• Research and information gathering

- Conduct research to support business activities, including market scans, client or industry insights, and competitor analysis.

- Provide summaries, reports, and recommendations to assist in decision-making.

• Confidentiality and professionalism

- Handle sensitive business and personal information with the highest level of confidentiality and discretion.

- Represent the managing partners with professionalism in all interactions with clients, stakeholders, and staff.

• Managing partners support

- Assist with occasional personal administrative tasks for the managing partners (e.g. personal appointments, travel arrangements, or household-related admin).

- Balance personal support tasks alongside professional responsibilities with discretion and confidentiality.

Must Haves:

• At least 2 years experience as an executive assistant

• Excellent communication skills both verbal and written

• Tech-savvy with strong adaptability to new systems

• High ability to learn quickly and apply new skills

• Proficient in Microsoft Office 365 platforms

• Experience with CRM platforms such as Go High Level

• Familiarity with cloud-based finance and job management systems

Home Office Requirements:

Please only apply for this role if you have the following home office requirements:

• Perfectly working headset and webcam

• Stable internet connection of at least 5 Mbps to 15 Mbps

• Up to date computer system with a minimum of Windows 8 or Mac OS X

• Quiet room with no distractions or background noises

• A backup plan if the power goes out or if your internet connection becomes unstable during your shift

Only applicants meeting the strict criteria above will be contacted.