This is a remote position.
Role Name: Executive Assistant
Schedule:
- Part-time, 25 hours a week. Flexible within Australian Eastern Time business hours
Client Timezone: Brisbane, Australia time zone (no daylight savings)
Client Overview
Join a dynamic, global advertising agency at the forefront of creative innovation. With a strong presence across Asia-Pacific, including offices in Australia, Hong Kong, Malaysia, Singapore, and the Philippines, our client is seeking a talented individual to support their executive team. This role offers a unique opportunity to work with industry leaders and contribute to high-impact projects in a fast-paced, international environment.
Job Description
We’re seeking a highly organized and proactive Executive Assistant to provide crucial support to our CEO and executive team. In this part-time role, you’ll be at the heart of our operations, managing high-level administrative tasks, coordinating projects, and ensuring smooth communication across our global offices. This position offers the exciting opportunity to work flexibly with a diverse, international team and contribute significantly to the success of a leading advertising agency. If you thrive in a dynamic environment, have a keen eye for detail, and excel at juggling multiple priorities, this role could be your next career-defining move.
Responsibilities
- Expertly manage the CEO’s diary, including scheduling meetings and appointments across multiple time zones
- Coordinate and track progress on various high-profile projects, liaising with team members across different countries
- Handle the CEO’s inbox with discretion, prioritizing and responding to emails as appropriate
- Take detailed minutes during executive meetings and efficiently distribute them to relevant stakeholders
- Act as a key point of contact between the CEO and the broader executive team, facilitating smooth communication and project management
- Proactively keep projects on track by following up with team members and external partners
- Provide general administrative support to enhance the executive team’s efficiency and effectiveness
- Assist in organizing and preparing materials for important presentations and meetings
- Contribute to the continuous improvement of administrative processes and procedures
Requirements
- Proven experience as an Executive Assistant or in a similar high-level administrative role
- Exceptional organizational skills with the ability to manage multiple tasks and priorities simultaneously
- Outstanding written and verbal communication abilities, with a focus on clear and concise messaging
- Advanced proficiency in Microsoft Office suite and familiarity with project management tools
- Demonstrated ability to work independently and proactively in a remote setting
- Strong attention to detail and a commitment to delivering high-quality work
- Experience in or familiarity with the advertising industry is highly desirable
- Fluency in English is essential; additional languages are a plus
- Ability to maintain confidentiality and exercise discretion when handling sensitive information
- Flexibility to occasionally adjust working hours to accommodate urgent matters or different time zones
- Bachelor’s degree in Business Administration, Communications, or a related field is preferred
- Excellent time management skills and ability to meet deadlines in a fast-paced environment
