Executive & Personal Assistant in Warragul

Can you be the Personal Executive Assistant and Right Hand Person we need? Are you an organized administrator, talented at accurate diary management, coordinating tradespeople, running multiple electronic calendars, and efficiently managing email inboxes? Are you a problem solver? Can you fix scheduling issues, find/research answers to problems, get the best quotes, and quickly get jobs done? We need someone who can tackle all of these challenges with a great attitude!

We have multiple properties, own a thriving local online media company, and have a very busy lifestyle. We are looking for someone ready to assist on all fronts personally and professionally, be a highly effective member of our team, coordinate and support the managing director, handle his communications, and step in as necessary to ensure his life and family life run smoothly.

Duties include:

• Organizing the director's schedule to ensure he is where he needs to be at all times while freeing his time as much as possible
• Keeping electronic calendars accurate and up to date
• Communicating with international clients and sponsors in a friendly, professional, and timely manner
• Setting meetings across international time zones
• Running email inboxes efficiently
• Dealing with trades and clients, managing trades and repairs
• Coordinating cleaners and other assistant staff
• Keeping track of expenses and generally maintaining order
• Assisting with family matters where needed, e.g., communicating with schools, transporting or supervising children

This is a key role that will suit someone with leadership skills, who wants a family-friendly role, can work quickly and effectively, has great administration and communication skills, and possesses a positive can-do attitude. You will feel confident responding assertively but professionally to maintain high standards of work from contractors and other staff. You will proactively manage difficult situations and stay two steps ahead of the company directors to support them and their household.

While this job involves coordinating others, you must be a ‘lead by example’ style person and be 100% willing to positively step in to run errands, collect children from school or extracurricular activities, and do what is required without complaint. You will be a true ‘Right Hand Person’ we can't do without!

You need to be:

• A fast worker who stays on track and keeps others on track
• Able to assess a team of staff and coordinate their time and work
• A fast typist with good computer skills (Word, Excel, Google Docs and Calendars, Zoom, etc.)
• A great researcher and problem solver
• Confident in coordinating multiple properties
• Able to write professional emails and stay on top of multiple inboxes
• Extremely organized
• Confident to make decisions independently
• A great team player
• Enjoy being the fixer for daily challenges that arise from our complicated lifestyle
• Child and pet friendly
• Able to be assertive with tradespeople, staff, and subcontractors
• Energetic and hardworking
• Office experience is an advantage

You will need a driver’s license and a reliable car for local errands. You must be available to answer approximately two to three calls/messages a week outside work hours to facilitate communication between the team and occasionally be available outside of regular work hours to assist. The pay rate allows for these requirements.

The role is 32 hours a week. We can be flexible/negotiable on specific hours depending on the candidate; however, Monday and Friday are necessary. You will work from the company office in Warragul. There may be potential for more hours down the track.