Virtual Admin Assistant (AFI0001)

• Management and coordination of agendas for 1:1 and direct report meetings

• Run curated content through paraphrasing filters and publish blogs/update website/social media pages

• Coordinate with meeting requestees to find the most efficient time, take minutes, and provide reporting

• Write error-free, eloquent emails and letters in response to new and existing customers as well as stakeholders

• Acknowledge customer concerns and attend to their queries in a timely manner

• Edit/modify documents and presentations

• Maintain confidentiality and use a high degree of discretion

• Full responsibility for day-to-day operations of the executive management function

• First point of contact for all General Manager and executives' enquiries/issues

• Oversee internal administration processes and system upkeep

• Responsibility for maintaining a strong culture and internal engagement

• Organisation of functions, events, and other ad hoc celebrations throughout the year

• Coordinate travel and accommodation requirements if needed

• Office Coordination, general office support and other business matters when required

• Providing necessary data & reports to the Management, Retention & Sales Team

• Sales monitoring, updating sales sheet, sales order numbers, client details, delivery dates, and contacting sales for the list of follow-ups.

• Managing sales-related activity including generating weekly emails to be sent out to the Business Managers of outstanding responses or follow-ups from staff and clients.

• Coordinated and managed multiple priorities and projects on a timely basis.

• Be professional/courteous/polite on all communications

• Raise emerging issues, concerns, or areas of opportunity that affect clients' experience and/or the effectivity and efficiency of processes

• Maintain a high level of quality and efficiency on all tasks managed by observing best practice and utilizing available tools

• Ensure attendance, participation, and cooperation during knowledge transfer sessions and other meetings

• Collaborate with the team and contribute to the overall success of the program by sharing best practices and playing an active role in meetings, workshops, etc.

• Help in creating Work Level Instructions (WLIs) for the tasks being handled

• Represent hammerjack and brands in a professional manner

• Bachelor's/College Degree in Business Administration, Management, Law, Finance, Accounting or other related discipline is a plus, but not required

• At least 2 years of experience as Virtual Admin Assistant with stakeholder management skills

• Strong analytical and computer (primarily Outlook, Excel, Access, Teams) skills

• Strong oral and written communication skills

• Detail-oriented, always able to provide accurate and high-level quality work

• Ability to manage multiple priorities while remaining focused on quality and delivery

• Good administrative and organizational ability.

• Ability to learn quickly and think ahead

• Experience in a complex and fast paced SME environment will be highly regarded

• High level of empathy and mindfulness

• Works collaboratively and as part of a team building genuine relationships

• Provides systematic and dependable follow up, as well as a high level of organisation and preparedness

• Maintains workflow under pressure and in a fast-paced, high-profile work environment

• Accountability – always following up and staying ahead of the game

• Ability to think strategically and execute quality output under tight deadline

• Strong time-management skills and presentation skills

• Hard working and passionate about career and making a difference.

• Actively seeks to understand and deliver client needs, expectations, and level of satisfaction

• Able to maintain good relationships with clients and other stakeholders

• Pro-actively seeks solutions for clients

• Experience in working with an Australian company is a plus

• Experience as Admin/personal assistant/receptionist for Health and Fitness industry is desirable

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