Virtual Assistant
The opportunity
The CEO sits at the centre of three brands, three markets and a wide web of internal team and external partners, and too much of the day to day still runs through her. This role exists to take that weight off. We are looking for a sharp, proactive Virtual Assistant to run the diary, the inbox and the follow up, and to keep projects and people moving so the CEO can spend her time where it counts.
This is a remote role with a broad remit. Alongside classic executive support you will also lend a hand on stock and logistics coordination, so comfort with detail and systems matters as much as organisation.
Key responsibilities
Inbox, diary and communication
● Manage the CEO’s inbox, triage what matters, draft replies and make sure nothing falls through the cracks.
● Own the diary and scheduling across Australian, United Kingdom and United States time zones, and protect the CEO’s time.
● Coordinate meetings, agendas, notes and follow up actions, and chase the team and partners until things are done.
Travel and logistics
● Arrange travel, accommodation and itineraries across all three markets.
● Prepare and reconcile expenses and receipts.
Project and team coordination
● Keep projects moving by tracking actions, deadlines and dependencies across the internal team and external partners.
● Prepare documents, decks and briefs, and keep files and folders organised and easy to find.
● Be the reliable point of contact who keeps everyone aligned and informed.
Stock and logistics support
● Lend a hand on stock and logistics coordination, including raising and tracking purchase orders and liaising with suppliers and third-party logistics.
● Help keep operational trackers and records accurate and up to date.
Personal and ad hoc support
● Handle personal and ad hoc tasks that free up the CEO’s time.
● Bring order to the unexpected and pick up whatever needs an owner.
What success looks like in the first six months
● The CEO’s inbox and diary are under control and nothing important is missed.
● Actions and projects are tracked and chased without needing to be asked.
● Travel, expenses and documents are handled smoothly and on time.
● The CEO has visibly more time for the work only she can do.
About you
Essential
● Proven experience as a virtual assistant, executive assistant or personal assistant to a senior leader or founder.
● Exceptionally organised, with a calm grip on competing priorities and deadlines.
● Excellent written and spoken English and a confident, professional manner with partners and team.
● Comfortable with technology and systems, and quick to learn new tools.
● Discreet and trustworthy with sensitive and confidential information.
● Self-motivated and reliable, able to work independently in a remote role across time zones.
Desirable
● Experience supporting a founder in a small, fast-moving business.
● Exposure to ecommerce, retail or consumer goods.
● Familiarity with stock, purchasing or logistics coordination.
