Virtual Administrative Assistant

1 week ago

Melbourne, Australia TQSolutions Full time

About The Evolved Group

The Evolved Group is a Human Insights Company. We use strategic consulting and advanced AI-powered technology to help our clients identify opportunities and optimise experiences. We are an award-winning company with a decade of success manifesting in continued growth. We have a 100% virtual team operating in US. We also have offices in UK, NZ and Australia (HQ).

The Role

The Virtual Administrator role is for someone who has relevant previous experience, enjoys supporting, working with others and looking for a full-time working from home administration role in a flexible environment. This position will be supporting the US virtual team.

Working in a supportive environment with high autonomy, you will work on

Providing administrative and organisational support to the Managing Director, including scheduling appointments, managing marketing initiatives, document prep, calendar management, expense reporting and ensuring compliance with expense claims and policies, special projects and other tasks as helpful

Managing meeting details such as initializing presentations, video call set up, slide presentations, take minutes and follow up with group members around deliverables as needed for internal and customer meetings

Participating department meetings and following up relevant actions

Conducting a thorough review of project documentation and organising folders to maintain compliance with established protocols

Placing relevant files and reporting to the online filing system

Prioritizing and manage multiple projects simultaneously and follow through on issues in a timely manner

Helping in the coordination of company functions such as team meetings, birthday celebrations and holiday events

Receives and responds to routine correspondence following established procedures not requiring management review.

Maintain and protect highly confidential corporate information and communicate information within scope of authority

Coordinating with the finance team to generate invoices for clients, updating the necessary information in the systems, and managing the process of communicating with clients and obtaining necessary approval

Updating deal information in HubSpot

Helping with onboarding and offboarding employees

Organising deliveries with the courier

Organising events for the team including selecting the venue, menu, arranging agenda, materials, guests

Success factors in this role

Ability to exercise independent judgment and employ basic reasoning skills

Excellent organisational skills

Close attention to detail

A friendly, professional manner

Good verbal and written communication

Fine computer skills, including MS Office (Outlook, Teams, PowerPoint, Word and Excel), and demonstrated ability to learn, implement and promote new systems

An equivalent level of knowledge gained through work experience, ideally in a similar administrative position in a faced-paced environment

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