Offshore Virtual Assistants (OVA), a trusted Australian outsourcing partner is supporting a growing business focused on providing holistic support to busy professionals and families.

The client offers a curated collection of beautifully designed holiday homes and lifestyle experiences inspired by a passion for organisation, travel, design, and meaningful guest and family experiences. Their focus is on delivering authentic, seamless experiences while helping clients manage busy schedules and personal priorities.

We are seeking a highly organised, tech-savvy, and proactive Executive Assistant to support multiple areas of the client’s business and personal administration. This role suits someone who thrives in a busy, dynamic environment, enjoys project diversity, and can independently manage multiple priorities with discretion and professionalism.

Key Responsibilities

Business Administration

• Manage multiple inboxes and email correspondence.
• Daily check-ins and calendar management.
• Schedule appointments and create/maintain daily and weekly schedules.
• Transcribe voice notes and maintain meeting notes/action items.
• Complete forms, basic bookkeeping, and maintain finance schedules.
• Assist with research and shortlisting for products or projects.
• Create and maintain SOPs for recurring tasks and processes.
  

Family & Personal Support

• Maintain parenting schedules and sync calendars with family members.
• Manage extracurricular activity bookings, library books, and household reminders.
• Schedule school events, add fees to the finance schedule, and track school-related tasks.
• Assist with online shopping carts, meal planning, and cooking reminders.
  

Travel & Executive Support

• Manage travel arrangements and bookings.
• Draft and respond to emails on behalf of the client.
• Coordinate appointments, reminders, and follow-ups.

Tools & Software

Experience with the following is highly preferred:

• Apple user
• Notion
• Canva
• Phone
• Timekeeping app
• Xero
• WhatsApp
• Chat GPT
• Excel
• Maps
• Teux Deux
• Monday.com
• Google Suite

Qualifications: 

• At least 2+ years’ experience in executive assistance, administration, or operations.
• Strong organisational, scheduling, and multi-tasking skills.
• Excellent written and verbal English communication.
• Competent with research and process-driven tasks.
• Comfortable handling sensitive information and managing competing priorities.
• Experience with travel or family administration is a plus.
• Strong Administration skills

Personal Attributes

• Enjoys project diversity and thrives in a busy environment.
• Strong attention to detail and excellent follow-through.
• Proactive problem solver with strong critical thinking skills.
• Able to stay calm, organised, and professional under pressure.
• Comfortable supporting clients with spirituality/faith-related activities if needed.
• Reliable, trustworthy, and committed to long-term growth and success.

Key Success Factors

• Smooth management of multiple inboxes, schedules, and administrative tasks.
• Timely and professional communication with stakeholders.
• Accurate scheduling, follow-ups, and proactive problem resolution.
• Continuous improvement in administrative processes and SOPs.
• Ability to balance business, family, and personal administrative tasks efficiently.