Apply Now

Executive / Operations Assistant

Offshore Virtual Assistants, a respected Outsourcing company based in Australia is seeking an experienced Executive/Operations Assistant for their Australian client. The company specialises in beautiful homewares, artwork and gorgeous fashion and pamper products and currently has five retail/online stores.

We are looking for a diligent Executive/Operations Assistant to work in this exciting role who is interested in homewares and fashion and will become an integral part of our team.

Responsible for supporting day-to-day business operations to ensure the business functions efficiently. This emphasises assisting with administration and tasks to assist the day-to-day running of the business.

Duties and Responsibilities: 

ADMINISTRATION TASKS ( primary role)

  • Priority is to manage email for multiple store accounts and CEO emails- G Suite, keeping inbox to minimum
  • Create Custom Labels, filters  and Folders to Organize Gmail accounts
  • Practice the zero inbox method, create an inbox for each of these labels:
    • Action—Issues that need immediate attention
    • Follow-up—Issues that need further collaboration
    • Later—Issues that don’t need immediate attention
  • calendar and meeting coordination

DIGITAL MARKETING ROLE

  • To build  and develop marketing strategies
  • Manage business social media and online marketing accounts
  • Create social media campaigns. This includes Facebook,, Instagram, LinkedIn, Youtube page/channel management
  • Creating and preparing taglines for social media posts
  • Creating email newsletter
  • Basic Editing of Marketing Videos for social media and website
  • CRM and EDM Management –
  • Shopify Experience for retail store
  • Landing Page Creation for campaigns – working knowledge and/or experience 
  • Graphic Designing -Branding,  Image Optimisation and Photoshop of images

SECONDARY ROLE: OPERATIONAL TASKS ( backup support to operations executive )

  • accounts reconciliations of payments and receipts in Xero 
  • booking and tracking of deliveries
  • order and supplier support
  • other operational tasks as required

OTHER DUTIES as required to assist in the growth of the company

Qualifications:

  • Previous experience in a busy e-commerce retail industry is an advantage.
  • Must be available to work 15 hours per week during AU business hours
  • Degree in business administration or equivalent 
  • Industry experience in the retail environment 
  • Minimum 2 years experience as an executive or operations assistant

Personal Qualities: 

  • Confident and easily understood when conversing in English
  • Confident in corresponding in English and checking for grammatical and spelling errors
  •  Fast learner
  •  Ability to follow instructions
  •  Accurate Data entry skills
  •  Observant and self-motivated
  •  Ability to move quickly between tasks and keep them progressing
  •  Ability to effectively to prioritise work tasks to meet deadlines
  • Ability to work independently and to carry out assignments to completion following processes and procedures

Tools and Software:

Skills Required

  • Gmail and email management skills are essential
  • Google Drive
  • Shopify Website system 
  • Social media experience
  • Teamwork Projects
  • Strong computer knowledge and skills
  • Canva 

 Additional Skills Desirable

  • Familiar with RMS POS system is a bonus
  • Teamviewe