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Executive Assistant for a Business Coach in Australia (Home Based Part Time)

Remote: 
Full Remote
Contract: 
Part time
Work from: 
Australia

Offer summary

Qualifications:

Strong organizational and time management skills., Proficiency in email management and calendar coordination., Experience with content creation and familiarity with AI tools., Ability to identify and solve operational issues independently..

Key responsibilities:

  • Manage and categorize incoming emails, ensuring timely responses and organization.
  • Support operational problem-solving by proposing solutions and managing small projects.
  • Organize client meeting notes and maintain structured filing systems for easy access.
  • Assist in content creation and scheduling for social media, ensuring brand consistency.

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Virtual Coworker Scaleup https://virtualcoworker.com/
201 - 500 Employees
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Job description

Email Management

• Review, categorize, and triage all incoming emails daily.

• Categorize emails into actionable buckets:
 
  • Requires Immediate Attention: Flag for [Your Name]'s direct response.
    • Scheduling/Coordination: Initiate calendar bookings or task delegation.
    • Archiving: Organize emails that require no further action but need to be stored.

• When scheduling action items, ensure all relevant documents, links, and context are attached.

• Suggest improvements and better systems for email management proactively.

• Maintain a zero-inbox approach wherever feasible.

Operational Problem Solving & Support

• Identify operational or administrative issues independently and propose structured approaches for solving them.

• Research and suggest external contractors/freelancers (via Fiverr, Upwork, etc.) when specialized assistance is needed.

• Draft clear action plans for addressing operational gaps based on input from [Your Name].

• Handle light project management around small administrative tasks and initiatives.

Notes & Reports Management

• Organize and manage client conversation transcripts, primarily from Read AI outputs.

• Critically review AI-generated transcripts and summaries to ensure alignment with the true conversation context.

• Generate clear, concise, and useful meeting notes to be reviewed weekly.

• Prepare and organize client briefs and notes ahead of scheduled meetings.

• Maintain structured filing systems for easy retrieval and briefing before meetings.

Calendar Management

• Understand and align calendar management with [Your Name]'s working rhythms and energy levels throughout the day/week.

• Book meetings intelligently, avoiding "dead" slots or inefficient batching of activities.

• Consult with [Your Name] if any scheduling conflicts or suboptimal placements arise.

• Prioritize high-focus tasks during peak energy periods and lighter tasks during downtimes.

• Maintain a thematic and strategic approach to calendar management (not just slot-filling).

Content Creation and Scheduling (Light Touch)

• Convert raw materials (e.g., voice notes, raw video edits) into structured, LinkedIn-ready posts and carousels.

• Use AI tools (e.g., ChatGPT) effectively to assist with content generation where needed.

• Review historical posts to maintain brand voice and tone consistency.

• While video editing or heavy content production is **not mandatory**, ability to coordinate with freelancers for these tasks would be a plus.

• Schedule and organize posts when necessary.

• 12 posts per month (3x carousels, 3x long form, 3x videos)

Required profile

Experience

Spoken language(s):
English
Check out the description to know which languages are mandatory.

Hard Skills

Content CreationCalendar ManagementEmail ManagementTranscription (Genetics)Digital File ManagementProject ManagementComputational ToolsVideo Editing

Other Skills

  • Research
  • Organizational Skills
  • Time Management
  • Detail Oriented
  • Communication
Are you interested?

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