Administration and Project Management Assistant

Summary

Join our client's dynamic team and make a positive impact on people's lives! This role offers a unique opportunity to contribute to a growing organization providing cost-effective injury management solutions. As a key support member, you will handle operational tasks, HR and training administration, sales and marketing support, and IT coordination. The position requires strong organizational skills, proficiency in various software applications, and a proactive approach to problem-solving. This is a freelance, remote position offering flexible hours. The ideal candidate is a quick learner, comfortable with new technologies, and possesses excellent communication skills.

Requirements

• Proactive Problem Solver: You enjoy creating order, identifying gaps, and getting things done quickly and thoroughly
• Independent Yet Collaborative: You’re comfortable making decisions on your own, but you know when to seek input
• Process-Oriented Thinker: You bring structure and simplification. You can document, simplify, and improve systems such as onboarding, HR, and IT processes
• A capacity to learn quickly: Our current Australian admin team is returning to legal studies. She emphasised that it is important to be comfortable with learning new and mastering process
• Outstanding English Communication – Written and verbal
• Typing speed of at least 50 – 60 words per minute
• High Intelligence & Learning Agility – Able to work across new systems and learn fast
• Strong history of getting things done
• Strong Task Management – Knows how to follow through, escalate issues, and coordinate across teams
• Confidence & Curiosity – Willing to tackle new tools and systems (AI, LMS, IT), even without prior experience
• Reliable, Resourceful, and Results-Oriented – You see things through and find better ways to do them
• Must have a personal i7 laptop/desktop (Or strong working hardware) with strong processing power, reliable internet, webcam, and headset
• Must be comfortable using cloud systems and VPN where required

Responsibilities

• Attend key meetings, take minutes, and manage follow-ups and actions by other members of leadership team and general consultant team
• Help with team culture by following up key actions for cultural awards and cultural events
• Help improve key processes including automation of these processes. This would include consultant onboarding, admin onboarding, including ensuring appropriate
• Help monitor and assist the onboarding and training coordination of new people by helping to record what key milestones have been completed on training
• Help improve our overall onboarding including working with existing powerpoint to improve and amplify
• Support process documentation and improvement using AI and other tools
• Helping with managing our inbound work – which includes recording inbound and managing and helping with holiday leave for other admin consultant. Collaborate with the Australian based admin team and provide overflow support (e.g., referrals management)
• Conduct research and pilot automation tools to improve workflow
• Coordinate recruitment tasks, follow-ups, and onboarding checklists
• Help schedule and manage HR reviews and career structure discussions
• Support upgrades to our Learning Management System (PowerPoint slide improvements, user feedback implementation)
• Review sales data – analyse current referral patterns and schedule key stake holder follow up by Australian based leadership team
• Work with our IT provider to ensure issues are actioned and systems are maintained

Preferred Qualifications

• Experience as an Executive Assistant, Project Coordinator, or Operations Administrator. A history of getting things done
• Familiarity with Microsoft Office, Especially Word and Excel, Microsoft Teams, SharePoint, and task/project management tools
• Exposure to recruitment or HR processes is a strong advantage

Benefits

Remote work, flexible hours