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