Warning:
There will be a lot of growth opportunities in this role, so be ready to learn new things and try new skills.
The EA will work directly with the CEO and will be responsible for performing several administrative duties over all their responsibilities (which incorporates a number of businesses and board positions). The daily tasks you will perform are diverse, so you should have excellent prioritisation skills and be a quick learner.
The ideal candidate has:
– Impeccable written and spoken English
– Is self-motivated
– Professional
– Capable of managing their workload and prioritising tasks in a fast-paced environment.
RESPONSIBILITIES
[Executive Assistant]
1. Extract action points from emails and meetings and log them as minutes or tasks
2. Coordinate the CEO’s communications, including taking phone calls and drafting responses to emails. All communications must be professional and polite.
3. Manage the CEO’s work and personal calendar – Booking meetings, confirming appointments and follow-up notes and actions
4. Email management of several email accounts, taking action points or answering emails in accordance with directions given
5. Be available for phone calls during office hours to take notes and action points
6. Booking flights, accommodation and managing travel itineraries (business and personal)
7. Expense reconciliations
8. Compiling weekly and monthly reporting
9. Ability to make informed decisions and take necessary actions
10. Uphold a strict level of confidentiality
[Operations]
1. Applying templates to documents for employees, contractors and clients
2. Answer calls and take messages or direct them to other staff
3. Source, appoint and coordinate external sub-contractors engaged to assist with specific projects
4. Drafting, formatting, and finalising standard operating procedures under the guidance of the CEO
5. Purchasing management
6. International shipping/freight management
7. Australian Commercial Lease and Property Management
8. Minute taking
9. Proactively take advantage of the training tools made available to you and take on new tasks to implement those skills
10. Bank account reconciliation and producing basic monthly reports
QUALIFICATIONS & SKILLS:
[Essential]
1. Minimum 2 years experience as an executive assistant, office manager or similar administration role reporting directly to executive/top-level management
2. Exceptionally fluent English (written and verbal)
3. Excellent writing, comprehension, proofreading and editing skills
4. Good all-round computer skills (we will teach the successful candidate the online tools we use but we do need good computer skills as a baseline)
5. Take pride in self-discipline, problem-solving, personal growth, continuous learning, and teamwork!
6. Ability to sift through multiple different tasks, prioritise and make progress one by one in a time-efficient manner
7. Self-motivated, proactive and thorough with results. Able to work independently, without having to be prompted or followed-up
8. Exceptional interpersonal skills, friendly and professional demeanour
9. Available for voice or video calls during work time with decent background and no disruptive background noise
10. Extensive Experience with Australian Businesses and culture
11. Knowledge in Accounting/bookkeeping – experience in bank account reconciliation and producing basic monthly reports
[Desirable]
1. A University degree in Psychology, Marketing, Communications, Computer Science or Business Administration
2. Experience with Australian real estate and lease management
[What should you have?]
1. You can work from home or anywhere and source a minimum of 20MBPS speed uninterrupted internet.
2. Two professional references and one personal / character reference who can vouch for you.
3. You can work 40 hours per week. Ideal work times are 8 AM – 5 PM Brisbane (AU) time.
[Equipment needed?]
1. Need to have a computer with a minimum configuration: RAM 16 GB, 3.3GHz i3 Processor, 256 SSD, and Basic graphic card.
2. Second monitor
[What you can expect]
The salary for this role will be set based on the quality and skills of each applicant and an offer will be presented to you during the interview process.
You will be provided access to LinkedIn learning.
You will receive support to perform all your tasks initially, but after that, you need to systemise and follow without much support.
[How to apply?]
To take the next step, you must apply with:
1. A personalised (non-generic) cover letter along with your comments against each ‘Qualification & Skills’ listed above and answering the questions: “Tell me about yourself, do you have a family, and what motivates you?”
2. Resume
3. Three screenshots of a speed test during different times of the working day
4. DISC personality result
5. Grammar and Listening test results
6. A video introducing yourself and speaking about 3-5 qualities that make you the best candidate for this role (You can use loom, Vimeo, etc. They are free for short videos)
7. If you wish, anything else that displays your various experience and talents.
We love out-of-the-box thinking, so feel free to impress.
Email our HR () directly with the subject line ‘Serious Applicant for Executive Assistant /Operations’.
Please note if you send emails with any other subject line will be deleted by the automation, we have in place for this email now.
Best of luck!
APPLY FOR THIS JOB:
Company: Steelx
Name: Cherie Chan
Email: