Operations Executive Assistant

About Us:

We are looking to bring on an Operations/Executive Assistant to be an integral part of our team.
Accentuate Web Design and Marketing is a busy Web and Marketing agency of 16+ years. We support a wide range of clients in web development and marketing strategy with a growing passionate team.

Our web development agency is committed to fueling the growth and success of the businesses we support. We deliver cutting-edge digital solutions tailored to their specific needs, we empower our clients to thrive in the ever-evolving online landscape. Through continuous support and guidance, we strive to build enduring partnerships that propel their businesses forward.

Who we are looking for:
We're looking for an executive assistant with exceptional written and verbal communication skills who will work closely with our CEO & Project Manager to ensure our clients and team receive a world-class experience.

This is a remote role that would ideally suit someone who is looking to grow with a company for years to come. We are looking to start this position as FULL-Time (40 hours per week); you should be available 9-5, 5 days a week & able to work in the Australia/Sydney (AEST) Time Zone, with some out of hours support for urgent enquiries.

Responsibilities:

• Calendar & Inbox Management: You will proactively manage the leadership team's inbox and calendar. This includes responding to emails, making introductions, sending meeting follow-up emails, highlighting priorities, booking appointments, and maintaining schedules with a keen focus on efficiency and organization.

• Data Analysis & Project Support: Pull and analyze data to support our Project Manager. Create monthly workload/attendance summaries and provide valuable insights to the Project Manager. Report on project timelines and identify sticking points to ensure project success.

• Client Happiness & Operational Growth: Maintain client satisfaction by promptly responding to client emails and support requests. Assign tasks to the appropriate tea ---------- mbers when necessary. Manage daily operational tasks, investigate issues, follow up on invoices, and track team attendance and workload. Ensure proper documentation of processes and implement process improvements where needed.

• Process Improvement: Take the initiative to implement and refine processes and tools to enhance efficiency, accuracy, and overall project delivery quality. Create and maintain necessary Standard Operating Procedures (SOPs).

Experience:

We're looking for someone with the following skills and traits:

• Proactive & Diligent: You're an ethical worker who proactively solves problems, pays attention to detail, and completes tasks with minimal supervision. You take thorough notes during meetings and translate them into actionable tasks and process updates.

• Experienced: You have previous experience in effective task management, executive support, and project coordination. We're seeking someone who can hit the ground running and doesn't require extensive training.

• Accountability: You're not shy about contacting and interacting with the leadership team and the broader team to ensure tasks are completed and to seek additional responsibilities. You keep everyone on track.

• Flexible & Innovative: You're open to learning and adapting to new software and processes. You actively seek out better ways to do things and aren't afraid to think outside the box to solve problems.

• Friendly & Outgoing: You're eager to engage with our team, fostering a sense of connection and collaboration. Building relationships and facilitating communication are integral parts of your role.

• Passion for Task Management: You thrive on getting things done, love checking off tasks, and take pride in creating and completing task lists.

• Strong English Skills: Proficiency in written and spoken English is a must, as you'll be handling English-speaking meetings and creating detailed English notes, processes, and ---------- sired Skills (Bonus Points):

• Proficiency in Airtable/Spreadsheets
• Experience in process management
• Familiarity with task management tools (e.g., ClickUp)
• Project management and optimization skills
• C-level executive management support experience
• Document creation proficiency
• Email writing expertise
• Knowledge of Zapier automations
•Web administration skills

If you're an experienced, proactive, and detail-oriented Executive Assistant looking for a challenging yet rewarding role in a dynamic company, we encourage you to apply.

How to Apply:

Please APPLY HERE: ---------- / ---------- /f/xhugc-14371/H6QB9ROXQJG6D3E9F7

Include the keyword “CRYSTALS” in the “anything you’d want to add?” portion of the application.