Virtual Assistant (VA0001) - For Pooling

hammerjack is an innovative Australian company that specialises in offering top-tier skilled professionals in various fields, including but not limited to Administration, Finance and Accounting, IT Programming, Engineering, Sales and Marketing, and many others. Whether you prefer a hybrid or work-from-home setup or the full office experience, hammerjack provides all employees with the opportunity to enjoy the benefits of an eco-friendly workplace, a playroom, free meals, and unlimited access to a built-in bar stocked with drinks and snacks. It's a place where professionals are inspired to advance and innovate, adapting to the "new normal" of today's world. Role: Virtual Assistant Work Arrangement: Hybrid JOB OVERVIEW As a Virtual Admin Assistant, you will be a trusted advisor and expected to support multiple senior managers and executive roles, proactively and effectively, within Australian businesses. To be successful in this role, you will be expected to understand the business, demonstrate a high level of business acumen and exceptional organisational skills, which will contribute to seamless day-to-day operations. To ensure the organisational strategic and operational objectives, you will be working closely with internal and external stakeholders and clients. As such, highly effective relationship management, communication, and influencing skills are required. This role, and the organisations, are fast-paced and fast-growing with many and varied challenges along the way. As such, you will thrive in a collaborative, flexible, and achievement-focused environment. DUTIES AND RESPONSIBILITIES Main Responsibilities Management and coordination of agendas for 1:1 and direct report meetings Run curated content through paraphrasing filters and publish blogs/update website pages Draft and schedule social media posts Coordinate with meeting requestees to find the most efficient time, take minutes and provide reporting Write error-free, eloquent emails and letters Edit/modify documents and presentations Assist with personal admin (e.g., get quotes from Fiverr, tradesman, etc.) Maintain confidentiality and use a high degree of discretion Full responsibility for the day-to-day operations of the executive management function First point of contact for all CEO enquiries/issues Oversee internal administration processes and system upkeep Responsibility for maintaining a strong culture and internal engagement Organisation of functions, events, and other ad hoc celebrations throughout the year Coordinate travel and accommodation requirements Minute taking for meetings Office Coordination, general office support, and other building matters when required Providing necessary data & reports to the Management & Sales Team Sales monitoring, updating sales sheet, sales order numbers, client details, delivery dates, and contacting sales for the list of follow-ups. Managing sales-related activity, including generating weekly emails to be sent out to the Business Managers of outstanding responses or follow-ups from staff and clients. Coordinate and manage multiple priorities and projects on a timely basis. Ad hoc tasks Tasks deemed necessary to ensure an excellent customer experience, as determined by management QUALIFICATIONS Product Knowledge Bachelor's/College Degree in Business Administration, Management, Law, or other related discipline is a plus, but not required. At least 2 years of experience as a Virtual Admin Assistant with stakeholder management skills Strong analytical and computer (primarily Outlook, Excel, Access, Teams) skills Strong oral and written communication skills Detail-oriented, always able to provide accurate and high-quality work Ability to manage multiple priorities while remaining focused on quality and delivery Good administrative and organizational ability. Ability to learn quickly and think ahead Experience in a complex and fast-paced SME environment will be highly regarded High level of empathy and mindfulness Works collaboratively and as part of a team, building genuine relationships Provides systematic and dependable follow-up, as well as a high level of organization and preparedness Maintains workflow under pressure and in a fast-paced, high-profile work environment Accountability – always following up and staying ahead of the game Ability to think strategically and execute quality output under tight deadline Strong time-management skills and presentation skills Hard working and passionate about career and making a difference. Customer Focus Actively seeks to understand and deliver client needs, expectations, and level of satisfaction Able to maintain good relationships with clients and other stakeholders Proactively seeks solutions for clients Experience in working with an Australian company is a plus Experience as an Admin/personal assistant/receptionist for Government infrastructure industry is desirable What’s in it for you? Work from Home / Hybrid Retention Incentive Health Coverage for you and one of your qualified dependents on Day 1 Day shift (AU Time zone) + Fixed Weekends Off Paid Time Off - can be converted into cash Government Mandated Benefits and 13th-month pay Group Life Insurance Additional Perks and Benefits: Work from Home Equipment Provided Free Access to Bar (Unli Premium Coffee, Soda, Tea, and Booze) Free Meal every Wednesday Monthly Employee Engagement activities Wellness Programs Townhall Events Christmas Events, Year-end Parties Outings Team Building Acoustic Jamming Sessions