Executive Administrator (Australian company)

I’m sorry but this job is no longer available.

AUSTRALIA-BASED COMPANY

SALARY: R15,000 – R25,000 per month/ R180,000- R300,000 per year

About the position

This is a remote role based in South Africa. You will work fulltime ( 8hrs per day and 5 days per week) The hours we need are 5am – 1pm South African timezone every day. Please only apply if this will suit your current lifestyle.

The purpose of an executive assistant is to provide high-level administrative support to the founder of exyt™. You will serve as a crucial link between the owner and various internal and external stakeholders, helping to ensure that the founder’s time and resources are utilised effectively.

You will serve as the ultimate gatekeeper for him, and must be comfortable managing up and down in order to be successful in this position. It is your responsibility to manage and control his time, to ensure he is only working on (pre determined) high value tasks and removing all unnecessary distractions and non important meetings, emails and calls from his day to day.

You will learn how the founder thinks, speaks and acts and most importantly how he makes decisions. This will be coached and managed from day one with our custom built processes to ensure you have everything you need to excel in this role. Your ability to make decisions on his behalf will be the most critical learning to encompass as part of this role. When this skill is mastered the rest of your responsibilities will come easily.

A critical piece to this position will be the ongoing management of the CEO’s personal life and home life. Whilst the day to day tasks and responsibilities of this part of the role could be anything from organising daycare and babysitters, to general house management and social life requests and coordination. You will be privy to every detail and aspect of his personal and professional life and a high degree of discretion and sensitivity must be displayed at all times.

The business will also need the support of this position. You will be responsible for overseeing a diverse range of responsibilities. From managing administrative tasks to overseeing financial management, budgets, compliance with HR policies and procedures, office management, team management as well as member events.

You will also be managing the recruitment administration and onboarding process and fostering a positive employee & workplace culture.
Collaboration will be key, the role will encompass both strategic initiatives and day-to-day operations, leading the offshore operations team to be instrumental in supporting the advisory and coaching teams and supporting the success and growth of our organisation.

Key Responsibilities:

• Managing schedules: This involves coordinating appointments, meetings, and travel arrangements for the founder. It will also include scheduling personal appointments or events.
• Handling correspondence: You will screen and prioritise emails, phone calls, and all other forms of communication. You will be responsible for drafting responses and will as time goes on be responsible for all correspondence on the founders behalf.
• Document preparation and review: This could involve creating reports, analysing spreadsheets, and on occasion presentations for meetings. We run extensive reporting systems and part of this role will be to manage key stakeholder relationships to ensure the accuracy of the data that is being reported. You will need strong writing and editing skills.
• Gatekeeping: You will be the main gatekeeper for the CEO, managing his time, and all access to him. It is your role to ensure he is focused only on activities, tasks and meetings that are productive for the business and of high value.
• Project coordination: You will assist with project management tasks, such as tracking deadlines, coordinating with team members, and preparing progress reports. You must be comfortable to manage up and down with respect to tracking deadlines, and working with team members on their milestones.
• Research: You will work on your own projects for the business which will involve but are not limited to – conduct research, such as industry trends, competitors, or potential business opportunities, joint venture relationships, and sourcing best vendor suppliers for our needs
• Confidentiality: The nature of this role, and the level of personal access you will have means you need to be competent and comfortable to handle sensitive information and must maintain confidentiality at all times.
• Vendor Management: Selecting and managing third-party vendors, suppliers, and technology partners. This includes negotiating contracts, evaluating vendor performance, and ensuring compliance with service level agreements (SLAs).
• Recruitment Administration and Culture Support : working with the Heads of Departments to assist in the administration of new hires and onboarding and offboarding new team members seamlessly
• Event Management: taking full responsibility for our member events and sales events and handle all tasks to ensure the outcome created by the end of each event is positive
• Finance: Manage weekly finance related tasks, payroll, reporting, and bookkeeping queries in conjunction with our outsourced providers

Desired Skills:

• Diary Management
• Administrator
• Travel Arrangements
• Business Support Administration
• Meeting Scheduling

About The Employer:

We are Exyt™, an Australia-based business coaching and advisory company committed to helping business founders step away from daily operations within 500 days or less. Through our Exyt™ Accelerator program, we offer tailored business solutions, tools, and resources to support our members in achieving this goal.

We have a global remote team already in place, with 2 people in South African working remotely already and 12 other people in Canada, Phillipines, and Australia.