Executive Virtual Assistant

The ideal candidate is proactive, calm under pressure, and thrives in fast-paced environments where priorities shift quickly and initiative is essential.

Key Responsibilities:

• Manage and organize multiple email inboxes (Gmail and Outlook), including filtering, flagging priority messages, drafting replies, and maintaining inbox hygiene
• Coordinate and maintain calendars across Google Calendar and Outlook, scheduling appointments, blocking time, and resolving conflicts
• Triage and prioritize tasks from multiple sources including voice notes, screenshots, quick messages, and rough task lists, converting them into organized action items
• Provide administrative support for a healthcare clinic, including coordinating reminders, managing documents and communications, and tracking follow-up items
• Research, set up, and maintain digital workflows and organizational systems to reduce repetitive administration and improve efficiency
• Explore and implement AI tools and automation solutions for tasks such as inbox management, reminders, drafting, summarization, and recurring processes
• Handle personal and household administration including booking restaurants, travel, appointments, and coordinating trades and service providers
• Assist with grocery ordering, managing subscriptions and renewals, insurance coordination, and budget tracking
• Support family logistics including coordinating children's appointments, school and activity enrollments, and managing family calendars
• Organize digital assets including photos, notes, reminders, files, and shared workspaces
• Summarize voice notes, meeting transcripts, and documents as needed
• Prepare simple spreadsheets, summaries, and formatted presentations
• Follow up on incomplete tasks and open loops, keeping items progressing to completion
• Provide regular status updates and end-of-day summaries of completed and pending tasks

Mandatory Skills:

• Proven experience in executive assistant, personal assistant, or operations support roles
• Strong proficiency in Gmail, Google Calendar, Microsoft Outlook, and general productivity tools
• Excellent written and spoken English with the ability to draft professional correspondence
• Exceptional organizational skills with the ability to manage and prioritize a high volume of competing tasks across multiple domains
• Highly proactive and able to identify next actions, make sensible decisions independently, and move tasks forward without detailed step-by-step instruction
• Comfortable interpreting loosely structured input such as voice notes, screenshots, and partial task lists and converting them into clear, organized workflows
• High level of discretion and commitment to confidentiality when handling sensitive personal and professional information
• Dependable, detail-focused, and able to work independently with minimal real-time supervision
• Strong communication skills and ability to provide clear, concise updates

Preferred Skills:

• Experience supporting medical professionals, executives, or busy families
• Familiarity with Apple ecosystem tools (Apple Mail, Apple Reminders, Apple Notes, Apple Photos)
• Experience with AI tools such as ChatGPT or Claude for drafting, summarization, or workflow assistance
• Knowledge of automation and productivity platforms such as Zapier, Make.com, Notion, ClickUp, Trello, or Todoist
• Experience setting up and managing digital workflows, integrations, and organizational systems
• Ability to manage tasks for multiple stakeholders at once
• Experience coordinating household logistics including travel, appointments, and family scheduling
• Experience working with clients in Australian time zones

The role offers flexible hours with strong potential to grow in scope and responsibility over time as the partnership develops.