Job Overview

Our client is looking for a highly organised and proactive  Executive Assistant to work directly with the business owner across a group of Australian businesses in manufacturing, hospitality, furniture, commercial fit-out, equipment supply, and design.

This is a full-time remote role supporting multiple client companies (including Vault Metal Shop, Bench Shop, Seating Plus, TTI Furniture, Your Equipment Specialists, Design Intent Studio, and Holy Ship), with primary initial focus on Vault Metal Shop, Bench Shop, TTI Furniture, and general executive support. The successful applicant will become the owner’s key support person, helping manage emails, diary, phone calls, CRM systems, databases, follow-ups, administration, and day-to-day business coordination.

Schedule:

• Monday - Friday, 7:00 AM - 4:00 PM AEST/AEDT, with 1 hour unpaid break (40 work hours per week)

Responsibilities:

• Manage the business owner’s inboxes, emails, daily correspondence, diary, calendar appointments, reminders, and meeting schedules.
• Answer incoming calls for multiple businesses via VoIP system, record enquiries accurately, and direct messages to the appropriate personnel.
• Maintain CRM systems, Monday.com task lists, follow-up records, and shared electronic business files.
• Build, maintain, and organise clean sales and marketing databases (using sources such as EstimateOne) for EDM mail-outs.
• Research builders, designers, hospitality operators, potential customers, software, suppliers, and business tools as needed.
• Assist with general administration, including updating spreadsheets, reports, internal documents, and marketing task tracking with the Marketing Manager.
• Assist with Xero data entry, supplier information, basic invoice administration, quote follow-ups, customer communication, and supplier communication.
• Keep the business owner consistently updated on outstanding tasks, urgent issues, and questions.

Requirements:

• Minimum 2-3 years of relevant experience.
• Excellent written and spoken English with a professional phone manner.
• Strong organisation, time-management, and multi-tasking skills across changing priorities.
• Proficiency with Microsoft 365 (Outlook, Word, Excel) and Google Calendar.
• Ability to work independently, follow instructions, ask questions when needed, and maintain high confidentiality.
• Ability to learn new software quickly (e.g., Monday.com, EstimateOne, Xero, Sintra, Canva, CRM, VoIP, and EDM platforms).

Qualifications

• Previous Executive Assistant, Virtual Assistant, or Operations Coordinator experience.
• Experience supporting Australian businesses.
• Experience with Monday.com, Xero (basic accounts administration), CRM/database management, or building prospect/marketing databases.
• Experience with EstimateOne or construction/manufacturing/hospitality industry databases is highly regarded.
• Experience assisting with marketing, EDMs, or social media administration.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.