Virtual Assistant/ Executive Assistant

Job Description – Virtual Assistant / Executive Assistant

Position Title: Virtual Assistant / Executive Assistant
Reports To: Business Owner & General Manager
Location: Remote
Employment Type: Part-time

Role Overview

We are seeking a highly organised and proactive Virtual Assistant / Executive Assistant to provide direct support to the Business Owner & General Manager of a growing electrical and civil contracting business. The successful candidate will play a key role in managing day-to-day administration, supporting business operations, coordinating schedules, and enabling the owner to focus on strategic growth and client delivery.

This role requires excellent communication, time management, and problem-solving skills, with the ability to handle sensitive information and competing priorities in a fast-paced environment.

Key Responsibilities
Executive Support

Manage calendars, appointments, and scheduling for the Business Owner/General Manager.

Organise meetings, prepare agendas, and capture meeting notes with actionable follow-ups.

Assist with preparation of presentations, reports, and business documentation.

Handle confidential information with discretion.

Business Administration

Draft, edit, and manage correspondence (emails, letters, proposals).

Prepare and format business documents such as quotes, contracts, compliance forms, and capability statements.

Assist with procurement documentation, invoicing, and vendor management.

Maintain digital filing systems (Dropbox, SharePoint, ServiceM8, Xero, etc.).

Operations & Project Support

Support onboarding processes for employees and subcontractors, ensuring compliance with licenses, insurances, and safety certifications.

Track project documentation, variations, and approvals.

Assist with estimating, scheduling updates, and cost control reporting where needed.

Maintain registers for compliance, safety, and training documentation.

Marketing & Client Engagement

Manage social media content scheduling (Facebook, LinkedIn) and basic marketing tasks.

Assist in preparing marketing collateral, email campaigns, and website updates.

Support client communication, following up on proposals, and ensuring timely responses.

Skills & Attributes Required

Strong organisational skills with the ability to prioritise tasks and manage deadlines.

Excellent written and verbal communication.

High attention to detail and accuracy.

Tech-savvy with proficiency in Microsoft Office Suite, Canva, ServiceM8, Xero, and Dropbox (or ability to quickly learn).

Ability to work independently and manage multiple tasks with minimal supervision.

Experience in construction, electrical, or civil industries (desirable but not essential).

Qualifications & Experience

Prior experience as an Executive Assistant, Personal Assistant, or Virtual Assistant.

Experience supporting business owners or senior managers in small-to-medium enterprises.

Familiarity with Australian construction/electrical/civil compliance requirements (advantageous).

What We Offer

Flexible remote working arrangements.

Exposure to a growing civil and electrical contracting business with diverse projects.
Opportunity to work closely with the owner and play a pivotal role in business success.
Ongoing development and potential for increased responsibility as the business scales.