Executive Operations Manager For A Luxury Fitness And Recovery Brand In Australia (home Based Part Time) - Remote Eligible

Virtual Assistant

Manage and maintain a forward-thinking calendar, ensuring priorities are met by flagging missed items and re-timing schedules as needed.

Take on simple tasks in a timely manner, including occasional personal needs (e.g., bookings or travel) and employee-related tasks that can be delegated or require input.

Demonstrate proactive initiative by identifying tasks and completing them independently over time.

Calendar Management: Complex multi-business calendar across time zones, anticipate conflicts, create time blocks, real-time adjustments, ensure P1 items never missed.

Email Processing: Triage inbox with executive judgment, draft responses, flag urgent items, manage follow-ups without prompting.

Document Management: Organise Dropbox systems, process various document types, maintain filing systems.

Financial Administration: Process invoices, create estimates/quotes, coordinate with the POC for bookkeeping.

Meeting Support: Observe and document legal meetings, coordinate with legal POC and other third parties.

AI Integration: Use Claude AI for task completion, develop prompt engineering skills, identify automation opportunities.

Business Administration: Support across Xero, MindBody, Microsoft 365, coordinate with vendors.

Proactive Problem-Solving: Identify delegatable tasks before being asked, learn patterns, suggest improvements.

Cross-Entity Coordination: Provide administrative and operational support across the client's three businesses as required.

Expert English writing and communication.

Google Workspace (Gmail, Calendar, Drive, Sheets).

Microsoft Office (transitioning to M365).

Calendar management across time zones (Notion and Google Calendar).

Others used daily (IG / Toggl / Otter / Claude / Mindbody).

Genuine appetite to learn new tools.

Exhibit strong self-management skills while effectively managing time and balancing responsibilities.

Only open to Filipinos currently residing in the Philippines.

Perfectly working headset and webcam.

Stable internet connection of at least 25 Mbps ~ 50 Mbps.

Up to date computer system with a minimum of Windows 10 or later and macOS Monterey (12.0) or later.

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.