Graveyard Executive VA

About the position

Position Title: Graveyard Executive VA

Location: Remote

Type of Employment: Full-time

Salary Range: TBA

Job Summary:

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide critical support to our executive team and manage key client-facing operations during the graveyard shift. The ideal candidate will be comfortable working independently, possess excellent communication skills, and be adept at managing administrative tasks, client interactions, and contractual processes. This role is crucial for ensuring seamless operations and client satisfaction during our extended business hours.

Key Responsibilities:

Client Relationship Management:

• Serve as a primary point of contact for clients during the designated shift, handling inquiries and providing timely support.
• Conduct regular client check-ins to ensure satisfaction and address any emerging needs.
• Facilitate smooth communication between clients and internal teams.

Virtual Assistant (VA) & Team Coordination:

• Oversee and conduct check-ins with virtual assistants and other team members during the shift, ensuring tasks are on track and providing necessary support.
• Coordinate workflows and information flow between different team members and shifts.

Contract Management:

• Prepare, draft, and send professional contracts and agreements to clients and partners.
• Ensure accuracy and proper formatting of all contractual documents.
• Track contract status and follow up as needed to facilitate timely execution.

General Administrative Support:

• Manage executive calendars, schedule appointments, and coordinate virtual meetings (e.g., Zoom).
• Handle email correspondence, organize digital files, and maintain accurate records.
• Assist with various administrative tasks, data entry, and report generation as required.
• Prepare presentations, documents, and spreadsheets.

Communication & Reporting:

• Provide clear and concise handovers to the incoming shift, summarizing key activities and outstanding items.
• Report regularly on client interactions, contract status, and administrative progress.

Qualifications and Requirements:

• Proven experience (minimum 2 years) as an Executive Assistant, Administrative Assistant, or in a similar client-facing support role.
• Demonstrated ability and willingness to work the graveyard shift (9:30 PM - 6:30 AM MNL) consistently.
• Exceptional verbal and written communication skills, with a professional and client-centric approach.
• Strong organizational skills and meticulous attention to detail, especially for contractual documents.
• Proficiency in creating and managing professional documents (e.g., Microsoft Office Suite, Google Workspace).
• Experience with contract drafting, sending, or management is highly desirable.
• Ability to work independently, prioritize tasks effectively, and manage time efficiently in a remote environment.
• Reliable high-speed internet connection and a dedicated home office setup conducive to night work.
• Proactive problem-solver with a strong sense of responsibility.
• Experience with virtual meeting platforms (e.g., Zoom) and communication tools.

Benefits:

• Permanent Work from home
• Great team of smart people, in a friendly and open culture
• Real responsibilities and challenges in a fast-evolving company
• 14 days annual leave credits

Submission Instructions:

• Email your application to careers@ironbrij.com.au or you can directly send your application here in OLJ.
• Attach your resume in PDF Format.

Place of work