Executive Assistant

Job Description:

Grow your career with BMG Outsourcing - a leading, well-respected Australian-owned Outsourcing Company with offices in Clark and Sydney, offering you a long-term rewarding career.

The ideal candidate will excel in managing dynamic schedules, communications, and projects to ensure efficient executive operations across time zones and virtual environments

Job Responsibilities:

• Manage and optimize the executive’s calendar remotely, coordinating meetings, video calls, and appointments while balancing competing priorities.
• Proactively identify scheduling conflicts and propose solutions to ensure smooth time management.
• Provide timely reminders and daily briefings via digital communication tools.

• Serve as the executive’s primary liaison with internal teams, clients, partners, and vendors, ensuring timely and professional communication.
• Draft, edit, and proofread emails, letters, presentations, and reports with a high degree of accuracy and professionalism.
• Screen and prioritize incoming communications, responding on behalf of the executive when appropriate.

• Arrange complex domestic and international travel itineraries, including flights, accommodation, ground transportation, and meeting logistics.
• Prepare detailed travel agendas, expense reports, and ensure compliance with company travel policies.

• Organize, coordinate, and facilitate executive meetings, including preparation of agendas, taking minutes, and follow-up on action items.
• Plan and execute special events such as retreats, board meetings, executive off-sites, and team-building activities.
• Liaise with vendors and venues as required for event planning.

• Manage and track ongoing projects and initiatives on behalf of the executive, ensuring deadlines and deliverables are met.
• Collaborate with cross-functional teams to gather information, provide status updates, and escalate issues as necessary.

• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Maintain strict confidentiality regarding company matters, executive communications, and personnel issues.

• Manage expense reports, budgets, and financial reconciliations related to the executive office.
• Maintain organized and accessible filing systems.

Requirements:

• Bachelor’s degree preferred or equivalent relevant experience.
• With 3-5 years supporting senior executives or C-level leaders in virtual or remote settings.
• Strong organizational and time management skills with the ability to multitask effectively in a remote work environment.
• Excellent written and verbal communication skills with impeccable attention to detail.
• Proficiency in Microsoft Office 365, Google Workspace, and virtual collaboration tools such as Zoom, Microsoft Teams, Slack, and project management platforms (Asana, Trello, etc.).
• Demonstrated ability to work independently, prioritize tasks, and meet deadlines without direct supervision.
• High degree of professionalism, discretion, and confidentiality in handling sensitive information remotely.
• Flexibility to work across different time zones and accommodate the executive’s schedule.