Administrative Support Assistant

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: TYPE OF WORK

Full Time

: SALARY

$600-$690/ month (?24,105–?27,850/month)

: HOURS PER WEEK

40

: DATE UPDATED

Jan 23, 2026

JOB OVERVIEW

Women’s Health, PCOS & Supplement Brand

We are a fast-growing women’s health business operating across two brands:
NOVUM – a global PCOS coaching and education platform supporting women through evidence-informed nutrition, training, and lifestyle strategies.
Health & Balance Vitamins (H&B Vitamins) – a supplement brand focused on high-quality, PCOS-specific formulations designed to support women at different stages of their health journey.

As both brands continue to scale, we’re looking for a high-performing Administrative Support Assistant to help keep our systems, admin, and day-to-day operations running smoothly across NOVUM and H&B Vitamins.

This role exists to support the Operations Coordinator and General Manager so they can focus on strategy, systems, and growth. This is not a strategic leadership role, it is an execution-focused administrative support role for someone who is organised, proactive, and reliable.

What You’ll Be Doing

Operations & Administrative Support (Primary Responsibility)
Support day-to-day administrative and operational tasks across NOVUM and H&B Vitamins
Monitor and action inbox items, internal requests, and churn-related admin processes
Follow up with staff on behalf of the General Manager or Operations Coordinator
Maintain accurate calendars, trackers, and internal systems

Customer Support & Shipping Coordination
Manage customer enquiries related to delayed, lost, returned, or incorrect orders
Liaise with shipping providers (Australia Post, USPS, Royal Mail) and warehouses to locate parcels or arrange replacements
Assess customer issues against shipping, returns, and refund policies to determine appropriate resolution
Communicate clearly and compassionately with customers and proactively follow up until resolved

Order Monitoring & Issue Prevention
Review orders daily for address issues, delivery concerns, fraud warnings, or incorrect website purchases
Resolve or escalate issues before orders progress to fulfilment
Coordinate with the Operations Coordinator on edge cases or unclear scenarios

Data, Systems & Platform Support
Collect and prepare data for internal reporting
Action approved Shopify updates and basic platform tasks
Maintain spreadsheets, trackers, and system records
Support CRM, workflow, and system hygiene

Documentation & Team Support
Create and update SOPs, internal resources, and documentation using Canva
Ensure documentation remains accurate, clear, and up to date
Respond to general client and staff enquiries with professionalism and care
Support Facebook group moderation and member approvals as required

This Role Is For You If You:

Are highly organised and process-driven
Have excellent written English and strong attention to detail
Can work independently without micromanagement
Are confident asking questions and raising issues early
Think critically and bring solutions, not only problems
Enjoy supporting others and keeping things running smoothly
Want to grow your skills in operations, systems, and platforms
Are comfortable working in a women’s health and PCOS-focused business

MUST-HAVES (Non-Negotiable)

Applicants must meet all of the following:
Previous administration support experience
Strong spreadsheet skills and comfort tracking information accurately
Excellent written English, including grammar, tone, and clarity
Ability to follow SOPs precisely while exercising sound judgment
Confidence handling sensitive customer issues with professionalism and care
Reliable availability during agreed working hours
Secure and stable internet connection

Tools You’ll Use

You don’t need to be an expert in all of these, but you must be comfortable learning:
Shopify
ShipHero
HelpScout
Slack

Facebook Groups
Google Docs & Spreadsheets

Role Structure

Full-time, remote contractor role
Monday to Friday
Flexible hours between 7:00am–7:00pm
Secure and stable internet connection required
Reports to the General Manager
Works under the guidance of the Operations Coordinator
Reports to the Operations Coordinator and CEO when the GM is on leave

Nice to Have (But Not Required)

Shopify experience
Canva experience
Confidence with Google Spreadsheets
Knowledge of PCOS or willingness to learn

Important Note

This is a support and execution-focused role.

We are looking for someone who:
Takes ownership
Cares about accuracy and follow-through
Understands that strong operations = better client experience

If you enjoy being organised, helping others, and keeping systems running well, you’ll thrive here.

How to Apply

When applying, please include:
Your relevant admin or operations experience
Tools or platforms you’ve worked with
Why this role appeals to you
Your availability (time zone)

We’re excited to welcome the right person into our growing team.

SKILL REQUIREMENT

Office and Administration Critical Thinking English Proficiency

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Administrative Support Assistant

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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