Executive Assistant
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Job Description
Executive Assistant supporting the Managing Director of an Australian training and consulting organisation. Coordinating clients, training sessions, communications, CRM records, and daily priorities.
Responsibilities:
- Manage and coordinate the Managing Director's calendar, appointments, meetings, and daily priorities.
- Monitor schedules, deadlines, and commitments to ensure timely completion of tasks.
- Prepare the Managing Director for meetings with background information, agendas, and supporting documents.
- Identify competing priorities and provide proactive reminders and follow-ups.
- Schedule and coordinate internal meetings, client appointments, training sessions, and presentations.
- Maintain meeting details, participant information, records, notes, documents, and action items in Zoho and SharePoint.
- Conduct post-meeting catch-ups and track outstanding commitments with stakeholders.
- Monitor, organize, and prioritize incoming emails; draft professional responses and manage correspondence.
- Communicate with clients and stakeholders via email, phone, and video meetings.
- Prepare training sessions, workshops, presentations, client meetings, and related materials.
- Set up and manage Zoom meetings, including technical assistance with breakout rooms and other features.
- Support online training programs and client presentations and distribute materials and instructions.
- Maintain client information, meeting records, and activities in Zoho; organize digital files in SharePoint.
- Monitor digital systems, troubleshoot basic technical issues, improve workflows, and use AI tools to streamline routine tasks.
- Assist with research and development of training programs, learning materials, training modules, and educational resources.
- Monitor project timelines, deliverables, and outstanding actions.
- Provide occasional support for marketing materials, communications, and social media activities.
Requirements:
- Proven experience as an Executive Assistant, Executive Coordinator, Operations Coordinator, or similar role supporting senior executives or business owners.
- Experience working with Australian clients or businesses is highly preferred.
- Strong experience in calendar management, meeting coordination, email management, and executive administration.
- Experience using Zoho CRM or similar CRM platforms is highly desirable.
- Proficiency in Microsoft Office, SharePoint, Zoom, and other digital collaboration tools.
- Excellent written and verbal English communication skills, with confidence communicating directly with clients.
- Strong organizational skills, attention to detail, and ability to manage multiple competing priorities.
- Experience supporting online training sessions, workshops, or presentations is an advantage.
- Background or exposure to the franchising, consulting, training, or professional development industry is highly regarded.
- A degree in Psychology, Business Administration, Communications, or a related field is advantageous.
- Familiarity with AI tools, research activities, and content development is a plus.
- Able to anticipate needs, take initiative, and follow through without constant reminders.
- Able to understand instructions quickly, remember important details, and minimise the need for repeated explanations.
- Professional, confident, and constructive communication with clients and internal stakeholders.
- Comfortable learning new systems, resolving basic technical issues, and improving processes.
- Genuine interest in psychology, communication, business relationships, and professional development.
Benefits:
- Australian clients and Australian hours (giving you great experience and an early finish!)
- Work from Home Allowance
- HMO for you AND a dependent
- 20 Days Annual Leave and 5 Days Sick Leave
- Government Statutory Benefits
- 13th Month Pay
- Computer Equipment
- Opportunities for growth
- A competitive salary
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