Virtual Assistant to Director

The Role

This is a true Executive Assistant. You will be the Director’s right hand across multiple entities, owning communication, calendar control, follow-through, and operating rhythm from start to finish.
This is a full-time, exclusive role (no other clients) aligned to Perth (AWST) hours, with regular after-hours responsiveness. The Director operates across extended hours; fast, reliable response expectations apply.
You are expected to take ownership end-to-end, anticipate needs, move work forward independently, and close loops without being chased.

Key Responsibilities
Business Operations
Manage 5 inboxes (2 priority): full triage, flagging, drafting replies, clean-up, rules, templates, and escalation

Full calendar ownership: protect focus time, proactively schedule internal/external meetings, and resolve conflicts

Track progress across Admin, Operations, and Trade Leads; follow up relentlessly until completion

Own end-to-end execution of assigned tasks and projects, from intake to delivery and confirmation

Build, document, and maintain SOPs, shared drives, naming conventions, and workflows

Draft professional emails, internal summaries, and customer communications (AU tone)

Prepare weekly reports: timesheets, job flow, utilisation, risks, actions, and priorities

Maintain and drive the strategic rollout checklist in Asana and Microsoft 365

Personal & Executive Support
Expense reconciliations and entries (receipts, invoices, reimbursements)
Draft, schedule, and monitor LinkedIn content across profiles
Create and maintain project accountability in Asana or Microsoft 365
Coordinate appointments (vehicles, clients, medical, personal)
Proactively manage reminders, follow-ups, and occasional online purchases or errands

Must-Haves
Self-starter mentality: you do not wait to be told what to do; you identify gaps, propose solutions, and act
Proven ability to handle tasks and projects end-to-end with minimal supervision
Strong prioritisation skills; calm and effective under pressure

Australian exposure:
2+ years supporting Australian executives or teams, or
3+ years EA experience with at least one role lasting 12+ months
Experience supporting large or multi-entity businesses with competing priorities

Daily tool mastery:
Microsoft 365 (Outlook, Excel, PowerPoint), OneDrive
Asana, Xero, Canva
Gmail / Google Drive
Go High Level, Ascora (or similar—fast learner expected)
Exceptional written and spoken English with executive-level judgment and tone
Ability to protect the Director’s time, work unsupervised, and close loops without reminders
Exclusive commitment (no other clients or jobs)
Comfortable with extended availability and fast-response expectations; proactively communicates workload, capacity, and breaks

Hardware & internet ready:
3-screen setup, 16GB RAM minimum
Reliable PC
Internet ?50/20 Mbps (minimum 25/10) with backup internet and power plan

Nice to Have
Trades or services industry familiarity (plumbing, electrical, maintenance)
Proven ownership of CEO/Director inboxes and calendars
Knowledge of Australian business etiquette, GST basics, and time-zone coordination

Hours & Benefits
Full-time, long-term role aligned to AWST (Perth), with extended availability windows planned in advance.
Core coverage: 7:30 AM – 4:30 PM AWST (Mon–Fri)
Additional windows (scheduled): e.g., 6:00–8:30 AM and/or 6:00–10:00 PM AWST
Response SLAs during coverage:

Urgent: 15 minutes
High: 30 minutes
Routine: 2 hours

Compensation: ?70,000–?85,000/month + 13th month + performance bonuses
Direct access to the Director, fast decision-making, and clear growth into systems, operations, and leadership.

How to Apply (Follow All Steps)
Step 1 – CV & Cover Letter
Highlight your Australian experience (company size, scope, responsibilities).
Step 2 – 2-minute Loom Video
Introduce yourself and share one example of how you saved an executive significant time through end-to-end ownership.
Step 3 – Microsoft Suite Mini-Tasks (attach files):
Describe how you would manage 6 inboxes (rules, folders, escalation to Paul)

Draft a 1-week calendar including:
2 quoting sessions
3 strategy blocks
4 internal meetings
1 personal booking
Draft a polite AU-tone email apologising for a service delay

Step 4 – Knockout Questions (answer inline):

Can you commit exclusively to us full-time?
What is your internet speed (attach Speedtest) and backup plan?
Detail your Australian experience (duration, company size, work type).
Rate your daily-use tools (1–5): Outlook, M365/OneDrive, Asana, Xero, Go High Level, Canva, Gmail/Drive, ChatGPT/AI tools, Ascora (training provided).
Can you cover AWST core hours and maintain fast responses across extended availability windows (Director online ~18 hours/day)?

Applications that do not complete Steps 1–4 will not be considered.

Why This Role Is Special
You will be trusted, not micromanaged
Daily, direct collaboration with the Director
Real impact on scaling high-growth businesses
Rapid development in leadership, systems, and operations