Operations-Focused Executive Virtual Assistant

Role Summary

We are seeking a highly capable Executive Virtual Assistant who goes beyond basic admin support and takes ownership of building structured, scalable systems across the business.

This role is ideal for someone who thrives on organisation, process improvement, and operational efficiency. You will work closely with the Principal to streamline workflows, manage daily operations, and create systems that support long-term business growth.

Experience with ServiceM8 is a strong advantage; however, we are happy to provide training for the right candidate. What is essential is a highly process-driven mindset and the ability to build and improve systems over time.

Manage the full job lifecycle including

Scheduling and dispatching technicians

Updating and tracking job statuses

Managing automated follow-ups

Preparing and coordinating jobs from start to completion

Assisting with basic quoting using templates for specific jobs

Ordering and coordinating required materials

Managing job scheduling to ensure timely completion

1. Executive Inbox & Calendar Management

Take ownership of the Principal’s inbox and calendar by:

Prioritising key communications

Managing scheduling and resolving conflicts

Acting as a gatekeeper to protect time and focus

1. Systems Implementation & Automation

This is a high-impact operational role, not a standard VA position.

The successful candidate will play a key role in building systems, improving efficiency, and supporting business growth, becoming a true extension of the leadership team.

Responsibilities

1. Process Engineering & SOP Development

Review current workflows and develop and establish clear, structured Standard Operating Procedures (SOPs) to create a scalable “Company Playbook”.

1. ServiceM8 Job Management (Training Provided)

Requirements

• Assist in establishing and managing systems such as
• JotForm for team processes
• Quarterly performance review tracking
• Identifying simple automation opportunities

Continuously improving workflows and efficiencies

1. Data & File System Organisation

Maintain structured and efficient digital filing systems (Google Drive / Dropbox), ensuring all documents are easy to locate and consistently organised.

1. Project Coordination & Internal Communication

• Coordinate internal projects and communicate with the team via VOIP calls, ensuring tasks are completed and deadlines are met.
• Client communication will be email-based only.

Ideal Candidate Attributes

• Highly process-driven and structured in their approach
• Strong systems thinker who looks for efficiencies and automation
• Obsessive organiser who enjoys clean systems and clarity
• Confident communicator with the ability to engage with internal teams
• Proactive, reliable, and solution-focused

Technical Skills & Requirements

Advanced proficiency in Google Workspace or Microsoft 365

• Minimum 3+ years of experience in a Virtual Assistant, Executive Assistant, or Operations role
• Experience with ServiceM8 is an advantage (training provided if required)
• Familiarity with tools such as JotForm, CRM systems, or workflow platforms

Strong written and spoken English communication skills

• Proven ability to identify, improve, and streamline processes or systems within a business
• Experience in developing and documenting SOPs (Standard Operating Procedures) to enhance efficiency and consistency

Strong understanding of operations and workflow management

• Experience working with service-based or construction companies is preferred, but not required
• Ability to work AEST business hours (8:00 AM – 4:00 PM)
• Reliable high-speed internet and a professional home office setup

About the Company

Our client is a professional services firm supporting Australian businesses with audit, assurance, and financial reporting services. The firm works across a diverse portfolio of clients and is committed to delivering high-quality outcomes that meet Australian regulatory, accounting, and auditing standards. As part of their growing outsourced team, they are seeking an experienced Senior Audit and Financial Reporting Specialist to support audit engagements and financial reporting requirements for Australian entities.