Executive Assistant

About the Company:

For more than 20 years, the company has worked alongside homeowners, councils, developers, architects, builders and surveyors throughout South East NSW. The company offers specialized expertise in on-site wastewater management, stormwater quality management and bushfire hazard assessment.

We are looking for a proactive, detail-oriented, and assertive individual to join our team as a Virtual Executive Assistant. This remote position involves providing executive and administrative support, overseeing tasks, projects, and communication across multiple businesses.

Responsibilities:

Administrative Support

- Manage the GM’s calendar, schedule meetings, and coordinate appointments.

- Arrange travel plans, itineraries, and accommodations.

- Organize and maintain files, documents, and reports.

Project Management

- Track timelines, tasks, and deliverables using Monday.com.

- Assist with coordinating environmental research projects and meeting deadlines.

- Monitor progress and provide regular updates to the GM.

Communication

- Draft, proofread, and edit emails, reports, and presentations.

- Manage communications, ensuring timely responses and follow-ups.

- Prepare meeting agendas and record accurate minutes.

Research and Data

- Conduct research to support environmental initiatives.

- Compile data for reports, presentations, and publications.

- Update databases with relevant information.

Task Prioritization and Follow-Up

- Prioritize and manage the GM’s tasks effectively, ensuring nothing falls through the cracks.

- Set reminders for important deadlines, meetings, and events.

Proofreading and Editing

- Review scientific and technical documents for accuracy, grammar, and formatting.

- Ensure consistency and quality in all written communications and publications.

Technology and Tools

- Proficient use of Monday.com to manage workflows and enhance team collaboration.

- Use tools like Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and any other relevant software.

- Familiarity with environmental software or databases is a plus.

General Support

- Assist with the preparation of grant applications, proposals, and environmental assessments.

- Coordinate with internal teams and external stakeholders as needed.

- Handle other administrative or operational tasks to support the GM effectively.

Qualifications

• 3 years or more proven experience as a Virtual, Executive, or Personal Assistant.
• Proficient in emerging technologies (e.g., AI tools, cloud services, VoIP) and Microsoft Office.
• Skilled in word processing, spreadsheets, and online scheduling tools (e.g., Outlook, Google Calendar).Strong phone, email, and messaging communication skills.
• Excellent organizational, time management, and written communication abilities.
• Discretion, confidentiality, and professionalism.
• Experience with social media management, especially LinkedIn.
• Access to a quiet, dedicated workspace.
• Experience with Xero is an advantage.