Executive Assistant

Looking for an experienced Executive Assistant to the Chief Operating Officer.

VItality Club is an Australian Aged Care service provider, specialising in providing home care services to older Australians.

We are looking for a smart and enthusiastic team player to support the COO, requiring:
Excellent communication skills and ability to assume the voice of the COO
Strong design skills to improve the turn-around of new marketing, promotional, and educational resources
Strong attention to detail for maintaining client records and profiles, data entry, and review of QA
Ability to create slides, reports, and minutes for the COO to present
Ability to liaise across departments to facilitate projects

Job Role

- Efficient data entry and meticulous record-keeping.
- Conduct online research and compile email summaries based on findings.
- Prioritize tasks for various teams, monitor progress, and provide regular updates to senior management.
- Handle office administrative tasks as directed and as necessary.
- Manage and organize internal documents, promotional materials, and digital folder structures.
- Act as a liaison between the executive and other departments, ensuring smooth communication and prompt resolution of requests and queries.
- Prepare detailed reports and craft presentation templates using tools like Google Slides.
- Address and respond to customer inquiries via email and telephone
- Prepare and organize sales invoices, contracts, and other financial documents.
- Update and maintain customer records, marketing lists, and other databases.
- Coordinate with other departments to ensure smooth workflow and timely completion of tasks.
- Assist in organizing and scheduling meetings, appointments, and events.
- Collaborate with the team to implement and optimize administrative processes.



Requirements

- Design skills, proficient in Canva
- Design and produce advertising digital and print collateral
- Create compelling custom-designed presentations and sales materials
- Create custom graphics and illustrations for social media templates
- Exceptional attention to detail and organizational capabilities.
- Excellent proficiency in Excel, other MS Office tools, G-Suite tools.
- Ability to adapt and thrive in a fast-paced environment.


Highly Regarded Skills and Experience

- Experience with a Salesforce CRM - 3-5 years minimum
- Design experience - Protfolio making flyers, leaflets, marketing materials, lead magnets
- A minimum of three years of experience in an executive assistant role.
- Familiarity with cloud storage solutions like Google Drive or Dropbox.
- Ability to multitask and manage time effectively.
- Experience in using various online communication and collaboration tools including Slack and Whatsapp