Executive Assistant, Australian Client  

Clear is looking for an outstanding Executive Assistant who will help our client drive their business forward. This outstanding professional will enable their client to focus on executing their business strategy, confident that their EA has their backs in organising their working day.

The EA we are seeking is highly driven, client-focused, committed, flexible and organised who shows great initiative. We are not just looking for an EA, but someone whose contribution will be appreciated and valued and whilst performing tasks and responsibilities of an admin, also will be empowered that they are a valued member of the team due to their contributions.

Role and Opportunity

The Executive Assistant’s role is to provide our AU-based client a broad range of administrative support tasks. It’s about enabling our client focus on growing their business, rather than getting caught up in the distractions of the day.

This opportunity is for a highly skilled and adaptable professional to play a critical function in the business. They will have the ability to switch between types of tasks and respond to the changing requirements of a given day. They will enjoy being given broad direction but take responsibility and accountability for their actions, results and further development.

Purpose

Our passionate Executive Assistant provides highly efficient remote services to help their executives drive productivity.

As an EA, the daily tasks may include:

• Managing the client’s email inboxes efficiently and effectively, actioning as many tasks as possible – leaving only those items that require the clients’ direct input
• Coordinating the client’s tasks and commitments ensuring deadlines are met and priorities managed
• Managing relationships and deliverables of the client to their clients/customers
• Ensuring actual service delivery to client’s clients/customers is undertaken in an effective and timely manner
• Handling phone calls effectively with politeness and in professional manner and then actioning the request from the caller – this is not an answering service but an actioning service
• Arranging, managing, coordinating and maintaining the client’s schedules, appointments, meetings, events and travel arrangements
• Preparing and sending out correspondence on the client's behalf
• Coordinating with clients and suppliers
• Travel support (flights, accommodation etc.)
• Preparing agendas (including follow up items) and taking minutes of the meeting and distribute
• Creating documents, templates, flyers, sales proposals/presentations, as required
• Managing online web presence through social media (Facebook, Instagram, LinkedIN) and website
• Updating company databases and spreadsheets, if required
• Conducting research, assembling and analysing data to prepare reports and documents
• Reviewing operating practices, systems, and programs, recommending and implementing improvements when necessary
• Managing multiple and rapidly changing priorities
• Performing minor finance-related tasks, as required
• Performing data entry and/or administrative tasks, if required
• Provide other support as may be required by the client to give them the headspace to make the important decisions for their businesses.

Essential Experience

• Experience in supporting business owners or executives in an admin or EA capacity
• Proficient in Microsoft applications such as Word, Outlook, Excel, Powerpoint
• Knowledgeable in editing tools (e.g., Canva or Adobe Apps)
• Background in dealing with AU clients is an advantage.

Required Attributes

• Reliable and with ability to maintain realistic balance among multiple priorities and competing demands
• Respect for the confidentiality and the sensitivity of information
• Excellent call handling skills
• Technically proficient, fast learner, and highly trainable
• Ability to multi-task and exercise flexibility, initiative, good judgment and discretion
• High-level of professionalism, attention to detail, and strong work ethic
• Excellent English communication skills both verbal and written
• Ability to work with minimum supervision.

Advantageous (Optional Qualifications)

• Exposure to Australian business culture
• Having a clear and neutral accent