Virtual Assistant

Role Summary

We are seeking a highly capable and proactive Executive Assistant / Virtual Assistant to provide comprehensive support to both the CEO and COO. This role requires someone who is not only organized and detail-oriented but also smart, resourceful, and confident in managing complex priorities in a fast-paced, tech-driven environment.

The ideal candidate has prior experience supporting C-level executives, preferably within a technology company and / or Australian business context. You will act as a strategic partner, anticipating needs, streamlining processes, and helping our leadership team stay focused on key priorities.

Key Responsibilities

Executive Support & Administration

Manage and maintain the CEO and COO’s calendars, including scheduling meetings, calls, and travel arrangements.

Prepare meeting agendas, take minutes, and ensure timely follow-ups on action items.

Screen, prioritize, and respond to emails and correspondence, ensuring executives are briefed on critical matters.

Handle highly confidential information with absolute professionalism and discretion.

Project Coordination & Workflow Management

Support project tracking and coordination, ensuring deliverables and timelines are met.

Coordinate cross-functional initiatives, promoting seamless communication between departments.

Maintain executive dashboards and project progress reports for ongoing initiatives.

Communication & Stakeholder Liaison

Serve as the primary point of contact for internal and external stakeholders when required.

Draft high-quality correspondence, presentations, and documents for meetings and reports.

Support relationship management with partners, clients, and vendors.

Process Optimization & CRM Management

Use HubSpot (or similar CRM tools) to track leads, contacts, and follow-ups.

Maintain accurate records and improve operational efficiency through structured information management.

Identify opportunities to automate or streamline recurring administrative processes.

Qualifications

Bachelor’s degree in Business Administration, Management, or a related field (or equivalent professional experience).

5+ years of experience as an Executive Assistant, Personal Assistant, or similar role supporting C-level executives.

Experience working in a tech company or supporting technology leaders is highly preferred.

Proven track record of supporting Australian or international executives.

Proficiency in CRM tools.

Excellent written and verbal English communication skills.

Strong organizational, multitasking, and problem-solving abilities with a proactive mindset.

Proficiency with office tools (Google Workspace, Microsoft Office) and virtual platforms (Zoom, Teams, Google Meet).

High level of integrity, professionalism, and confidentiality.