Executive Assistant

Summary

Join a dynamic and fast-paced organization as an Executive Assistant, providing comprehensive support to the CEO and team. You will manage administrative tasks, calendar coordination, document management, member payments, and RACE accreditation and CE certificates. Responsibilities include inbox management, customer support, meeting coordination, document and file management, travel logistics, accounts oversight, and assisting with speaker management. The ideal candidate will have 3-5 years of experience supporting C-level executives and possess strong organizational, communication, and time management skills. This is a permanent, work-from-home position with a Monday-Friday schedule.

Requirements

• With at least 3-5 years’ relevant experience in supporting C- Level Executives
• High level of accuracy in managing calendars, documents, financial records, and accreditation files
• Effective prioritization of tasks to meet tight deadlines, particularly for accreditation and certificate distribution
• Ability to maintain organized systems for document management, calendar scheduling, and task execution
• Maintains confidentiality and handles sensitive information with care
• Can respond to customer support with empathy and care
• Maintain effective file management, allowing any team member to find any document within 2 minutes
• Adhere to document naming protocols with 98% accuracy
• Manage social media posts according to the content calendar with 100% on-time posting
• Ensure 95% task completion ahead of deadlines
• Accurate tracking and management of accounts receivable and payable
• Prepare and submit all required documents for RACE accreditation on time, ensuring no delays in the accreditation process

Responsibilities

• Perform synch meetings with the CEO to ensure all administration tasks are taken care of
• Monitor the CEOs activity to ensure high priority items are being performed
• Constantly look for new and better ways to support the CEO and team members
• Document and provide regular reports on CEO support activities, identifying any bottlenecks or areas for improvement
• Effectively manage email accounts
• Respond to customer support enquiries
• Schedule mastermind social media posts according to the schedule
• Maintain records of customer support interactions and provide reports on common inquiries, response times, and resolutions
• Manage and coordinate the CEO's calendar with 98% accuracy, ensuring minimal scheduling conflicts
• Organise and manage virtual meetings, including maintaining meeting details and ensuring timely preparation
• Oversee electronic document management and file storage systems, ensuring alignment with file naming and storage protocols
• Ensure electronic document management and file storage systems of all products visual assets and associated documents
• Book flights, accommodations, and transfers for the CEO and team members as required
• Ensure all travel arrangements align with the CEO’s schedule and budget considerations
• Provide necessary travel details, confirmations, and itinerary updates
• Maintain travel records and provide reports on travel expenses, bookings, and itinerary changes
• Track and manage accounts receivable and payable using Kajabi and ClickUp
• Enter and manage accounts payable using ClickUp for invoice processing
• Regularly document financial transactions and provide reports on outstanding payments, budget tracking, and financial trends
• Prepare and submit files for RACE accreditation for lectures every 2 years, ensuring all documentation meets accreditation standards
• Maintain and update the lectures lists and MCQs for each programs
• Prepare and submit files to CE Broker for RACE allocation for students (PP, TVDC, LP twice yearly,) and all masterclasses within 7 days
• Maintain records of accreditation submissions and approvals, providing reports on submission status, approvals, and upcoming renewal deadlines
• Prepare and track all speaker contracts and deliverables
• Grant program access to speakers

Benefits

• Work From Home
• Monday- Friday (9:00 AM to 6:00 PM AEST) (7:00 AM to 4:00 PM Ph time, inclusive of 1-hour break)