Operations-Focused Executive Virtual Assistant

We are seeking a highly capable Executive Virtual Assistant who goes beyond basic admin support and takes ownership of building structured, scalable systems across the business. This role is ideal for someone who thrives on organisation, process improvement, and operational efficiency. You will work closely with the Principal to streamline workflows, manage daily operations, and create systems that support long-term business growth. Experience with ServiceM8 is a strong advantage; however, we are happy to provide training for the right candidate. What is essential is a highly process-driven mindset and the ability to build and improve systems over time.

Core Responsibilities

• 1. Process Engineering & SOP Development
• Review current workflows and develop and establish clear, structured Standard Operating Procedures (SOPs) to create a scalable “Company Playbook”.

  2. ServiceM8 Job Management (Training Provided)

• Manage the full job lifecycle including:
• Scheduling and dispatching technicians
• Updating and tracking job statuses
• Managing automated follow-ups
• Preparing and coordinating jobs from start to completion
• Assisting with basic quoting using templates for specific jobs
• Ordering and coordinating required materials
• Managing job scheduling to ensure timely completion
• 3. Executive Inbox & Calendar Management
• Take ownership of the Principal’s inbox and calendar by:
• Prioritising key communications
• Managing scheduling and resolving conflicts
• Acting as a gatekeeper to protect time and focus
• 4. Systems Implementation & Automation
• Assist in establishing and managing systems such as:
• JotForm for team processes
• Quarterly performance review tracking
• Identifying simple automation opportunities
• Continuously improving workflows and efficiencies
• 5. Data & File System Organisation
• Maintain structured and efficient digital filing systems (Google Drive / Dropbox), ensuring all documents are easy to locate and consistently organised.
• 6. Project Coordination & Internal Communication
• Coordinate internal projects and communicate with the team via VOIP calls, ensuring tasks are completed and deadlines are met.
• Client communication will be email-based only.

Ideal Candidate Attributes

• Highly process-driven and structured in their approach
• Strong systems thinker who looks for efficiencies and automation
• Obsessive organiser who enjoys clean systems and clarity
• Confident communicator with the ability to engage with internal teams
• Proactive, reliable, and solution-focused

Technical Skills & Requirements

• Advanced proficiency in Google Workspace or Microsoft 365
• Minimum 3+ years of experience in a Virtual Assistant, Executive Assistant, or Operations role
• Experience with ServiceM8 is an advantage (training provided if required)
• Familiarity with tools such as JotForm, CRM systems, or workflow platforms
• Strong written and spoken English communication skills
• Proven ability to identify, improve, and streamline processes or systems within a business
• Experience in developing and documenting SOPs (Standard Operating Procedures) to enhance efficiency and consistency
• Strong understanding of operations and workflow management
• Experience working with service-based or construction companies is preferred, but not required
• Ability to work AEST business hours (8:00 AM – 4:00 PM)
• Reliable high-speed internet and a professional home office setup