Executive Assistant & Business Support
Posted about 2 months ago
Our client is an online-only eCommerce retailer operating within the infant sleep category. The business serves customers internationally and works with team members across Australia, the Philippines, and Serbia.
They are now seeking to hire an Executive Assistant & Business Support professional to provide direct support to the General Manager while assisting across supply chain, systems, reporting, and internal process development.
Job/Role Responsibilities
Executive Support
- Manage GM inbox: review inbound emails, categorise by priority, draft responses, and respond on behalf of the GM where appropriate.
- Organise travel itineraries.
- Create onboarding and offboarding checklists for staff.
Records & Documentation
- Coordinate storage and organisation of business records and documentation.
- Develop and maintain structured SOPs and system guides as part of training and knowledge documentation.
Supply Chain Coordination
- Liaise with suppliers via email regarding order placement, production timelines, and shipping deadlines.
- Update internal project management boards to ensure visibility of supply chain progress.
Systems & Reporting
- Conduct daily system checks to ensure logins and integrations are functioning.
- Perform basic data entry and Excel/Google Sheets manipulation (VLOOKUP, Pivot Tables, intermediate formulas).
- Format reports in line with brand guidelines and fonts.
- Assist in maintaining and improving system documentation and workflows.
Requirements
- Previous experience in Executive Assistant or Senior Administrative roles.
- Ideally, experience in supply chain, manufacturing, imports, or SKU-based inventory environments.
- Intermediate Microsoft Office / Google Suite skills (Excel/Sheets, including VLOOKUP, Pivot Tables, formulas).
- Intermediate Gmail and Google Drive proficiency.
- Experience with project management software (Asana preferred; Trello or Monday.com acceptable).
- Basic familiarity with inventory management systems (conceptual understanding).
- Shopify exposure is advantageous but not essential.
Key Attributes
- High level of discretion and confidentiality.
- Extremely organised and detail-oriented.
- Strong written communication skills (essential for overseas supplier communication).
- Clear verbal English for internal voice/video calls.
- Curious and investigative mindset — questions inconsistencies rather than ignoring them.
- Proactive, responsive, and self-directed.
- Polite, respectful, and professional communicator.
Technical Requirements
- Preference for Windows-based computer/laptops.
- Dual-screen setup (or willingness to use a second monitor).
Benefits
- Permanent work-from-home set-up
- Dayshift (Australian business hours)
- Full-time job
- HMO
- Annual leave
- 13th-month pay
- With Government Mandated Benefits
Other open roles at Virtual Staff 365(6)
At Virtual Staff 365, we help Australian businesses grow with quality offshore teams in the Philippines that feel like a natural extension of their local team. With our Melbourne-based team guiding you from day one, we make outsourcing simple, supported, and effective. Our approach is built on genuine care, clear communication, and long-term partnerships. We carefully match you with the right people, support their wellbeing, and stay closely involved to ensure everything runs smoothly. We believe when people feel valued and looked after, they show up with commitment and pride, and that’s where real results happen. For nearly a decade, we’ve helped hundreds of Australian businesses overcome rising costs and skill shortages while creating life-changing opportunities for families in the Philippines. If you’re ready to scale your business with the right people by your side, we’d love to hear from you.
Key team members
Dov Herdan
Daniel Walker
RICARDO HERRERO
Wouter van Heerden
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