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Executive Assistant

Expand your career horizons with Offshore Virtual Assistants – a well-respected Australian-owned Outsourcing Company. You will be working with our client, who aim to deliver customer service excellence in the stunning event and decorative hire for exclusive weddings and memorable events in Australia, 

We are seeking an enthusiastic bookkeeper/administration assistant, who desires to work in our motivating and supportive team and enjoy a long-term rewarding career, in a company with good family values.

This position is initially to provide administrative and bookkeeping assistance but will extend with training to updating our WordPress website with our exciting products. A varied and exciting role with career opportunities

Duties and Responsibilities: 

Quotation / invoicing 

  • Ensure all WordPress Woo-commerce website product SKU’s are added in PandaDoc, our quotation system
  • Update all prices from Woo-commerce to PandaDoc
  • Ensure all products have images
  • Organise all documents (Quotations) into folders within PandaDoc
  • Ensure all quotation templates have correct font style
  • Update Content blocks in Templates to match QUOTE TEMPLATE
  • Send Basic Quotes that have existing Template

CRM Management Zoho

  • Create email campaigns in Zoho
  • Input “QUOTE REQUEST” leads into zoho
  • Input “EMAIL” leads into zoho
  • Email new leads to gather missing details (ie venue, date)
  • Follow up email from campaigns quotes sent + 7 days using email templates 
  • Send out basic Quotes that have a template in pandadoc
  • Create Weekly Reports – New Leads, Sent Quotes, Quotes Signed, Deposits paid

Executive Administration 

  • Project/ Event Management 
  • Organising folders for each client, collating photos per event
  • Executive Assistant to CEO
  • Other administrative duties that may be requested
  • Updating WordPress websites with new products – training provided
  • Update Google Sites with procedures and processes

Social Media ( secondary role)

  • Insta Posts
  • Insta Reels
  • Wedding posts utilizing info from Client Social Media Form


  • Ability to follow processes and to meet deadlines with limited supervision.
  • Attention to detail is essential
  • Excellent customer service skills
  • Excellent organizational skills
  • Excellent interpersonal skills
  • Excellent written and verbal English communication skills with mature English grammar skills 
  • Ability to perform each essential duty accurately and productively.
  • Able to logically and clearly articulate status and situations
  • Is able to problem solve and recommend solutions
  • Generally able to work independently through tasks until completion.
  • Punctual, team player and self-motivated
  • Must be willing to work Full-time, standard working hours 7am – 4pm Monday to Friday

Tools and Software:

The requirements listed below are representative of the knowledge, skill, and ability required.

  • PandaDoc or equivalent Software ( ie Booqable) experience is recommended but not essential as training provided 
  • Familiar with Woo-commerce 
  • Google suite  especially Google Sites