Executive Assistant (AU Client Support)

Job description

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Working closely with business leaders and stakeholders, you will be responsible for providing high-level executive, administrative, and operational support across a fast-paced business environment. This role requires exceptional organizational skills, strong communication abilities, and the capacity to manage multiple priorities while supporting executives and ensuring smooth day-to-day operations.

You will play a key role in calendar management, stakeholder coordination, project administration, documentation, and business support activities. The ideal candidate is proactive, detail-oriented, highly professional, and capable of operating independently within a remote work environment while supporting Australia-based operations.

Responsibilities –

Executive & Administrative Support

Provide day-to-day executive and administrative support to business leaders and stakeholders

Manage calendars, appointments, meetings, and scheduling across multiple time zones

Coordinate email management, correspondence, and follow-up communications

Prepare reports, presentations, meeting agendas, and business documentation

Maintain accurate records, databases, and operational documentation

Operations & Project Coordination

Assist with project coordination, task tracking, and deadline management

Support client communication and relationship management activities

Coordinate travel arrangements, itineraries, and related administrative requirements when needed

Conduct online research and gather information to support business initiatives and decision-making

Manage confidential information with professionalism and discretion

Support process improvement initiatives and administrative workflow optimization

Business Collaboration & Execution

Collaborate with internal teams to ensure smooth operational execution

Support leadership with ad hoc administrative, operational, and business support tasks

Monitor priorities and proactively identify opportunities to improve efficiency

Contribute to documentation, process development, and workflow improvements

Help ensure projects, meetings, and business activities remain organized and on schedule

Qualifications –

2–5+ years of experience in an Executive Assistant, Virtual Assistant, Administrative Assistant, Operations Coordinator, or similar support role

Excellent written and verbal English communication skills

Strong organizational skills with exceptional attention to detail

Ability to manage multiple priorities and work independently in a remote environment

Proficiency with Microsoft Office, Google Workspace, and modern business productivity tools

Strong calendar management, scheduling, and coordination experience

Professional and confident communication with executives, clients, and stakeholders

Demonstrated problem-solving ability and proactive mindset

High level of integrity and ability to handle confidential information

Reliable internet connection and dedicated remote work environment

Nice to Have –

Previous experience supporting Australian executives or businesses

Experience with CRM systems such as HubSpot, Salesforce, or similar platforms

Experience with project management tools such as Asana, ClickUp, Monday.com, or Trello

Exposure to finance, bookkeeping, invoicing, or operational support functions

Experience within professional services, technology, SaaS, consulting, or business services environments

Familiarity with AI productivity tools and workflow automation platforms

Why join AspiraGlobal? –

At AspiraGlobal, we empower businesses to scale through exceptional talent and modern workforce solutions. As part of our team, you'll work in a collaborative, fast-moving environment where initiative, accountability, and continuous improvement are valued.

You will gain exposure to diverse business functions, work directly with executives and decision-makers, and contribute to meaningful projects that drive operational excellence and business growth.

Together, we help organizations scale more effectively while building rewarding careers for talented professionals.