Executive Assistant – Business Support

Job Description

As an Executive Assistant, you'll be responsible for: - Managing the General Manager's inbox, including prioritizing emails, drafting responses, and responding on their behalf when necessary. - Organizing travel itineraries. - Creating onboarding and offboarding checklists for new and departing staff. - Coordinating the storage and organization of business records and documentation. - Developing and maintaining structured Standard Operating Procedures (SOPs) and system guides for training and knowledge documentation. - Liaising with suppliers via email regarding order placement, production timelines, and shipping deadlines. - Updating internal project management boards to ensure visibility of supply chain progress. - Conducting daily system checks to ensure logins and integrations are functioning correctly. - Performing basic data entry and Excel/Google Sheets manipulation (VLOOKUP, Pivot Tables, intermediate formulas). - Formatting reports in line with brand guidelines and fonts. - Assisting in maintaining and improving system documentation and workflows.

Qualifications

1. Previous experience in Executive Assistant or Senior Administrative roles. 2. Experience in supply chain, manufacturing, imports, or SKU-based inventory environments is ideal. 3. Intermediate Microsoft Office / Google Suite skills (Excel/Sheets, including VLOOKUP, Pivot Tables, formulas). 4. Intermediate Gmail and Google Drive proficiency. 5. Experience with project management software (Asana preferred; Trello or Monday.com acceptable). 6. Basic familiarity with inventory management systems (conceptual understanding). 7. Shopify exposure is advantageous but not essential. Key Attributes: - High level of discretion and confidentiality. - Extremely organized and detail-oriented. - Strong written communication skills (essential for overseas supplier communication). - Clear verbal English for internal voice/video calls. - Curious and investigative mindset — questions inconsistencies rather than ignoring them. - Proactive, responsive, and self-directed. - Polite, respectful, and professional communicator. Technical Requirements: - Preference for Windows-based computer/laptops. - Dual-screen setup (or willingness to use a second monitor).

Benefits

- Permanent work-from-home set-up - Dayshift (Australian business hours) - Full-Time job - HMO - Annual leave - 13th-month pay - With Government Mandated Benefits