Executive Assistant (AO-14217)

ABOUT ACCESS OFFSHORING: We specialise in providing Australian businesses with experience and qualified professionals based in the Philippines. Not only does our team of recruiters have extensive experience in sourcing and recruiting offshore talent, we also help Australian businesses implement best practice when it comes to building an offshore team. ABOUT THE CLIENT: Our client is an established Australian training and consulting organisation specialising in helping franchise businesses build stronger, more productive relationships between franchisors and franchisees. With decades of industry experience, the business delivers professional development programs, workshops, and training sessions focused on communication, conflict resolution, leadership, and relationship management. The organisation operates in a collaborative, knowledge-driven environment that values professionalism, initiative, attention to detail, and a genuine interest in helping people and businesses succeed. JOB SUMMARY: We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide direct support to the Founder and Managing Director of an established Australian training and consulting business. This role goes beyond traditional executive assistance. The successful candidate will act as a trusted right-hand support, helping the Managing Director stay organised, prioritise responsibilities, coordinate client engagements, and ensure important actions are followed through. The ideal candidate is an excellent communicator and attentive listener who can anticipate needs, retain information, work independently, and take ownership of tasks with minimal supervision. They should also have a genuine interest in professional development, psychology, communication, and relationship management. KEY RESPONSIBILITIES: 1. Executive Support and Prioritization Manage and coordinate the Managing Director's calendar, appointments, meetings, and daily priorities. Proactively monitor schedules, deadlines, and commitments to ensure timely completion of tasks. Prepare the Managing Director for meetings by providing relevant background information, agendas, and supporting documents. Identify competing priorities and help maintain focus on high-value activities. Anticipate requirements and provide proactive reminders and follow-ups. 2. Client Meeting Coordination and Follow-Ups Schedule and coordinate internal meetings, client appointments, training sessions, and presentations. Ensure meeting details, participant information, and relevant documentation are accurately maintained in Zoho. Conduct post-meeting catch-ups to capture key discussions, decisions, and action items. Track outstanding commitments and follow up with relevant stakeholders to ensure completion. Maintain accurate meeting notes, records, and documents in Zoho and SharePoint. 3. Email and Client Communication Monitor, organize, and prioritize incoming emails, highlighting urgent or important matters requiring attention. Draft professional email responses and assist with managing correspondence. Communicate confidently with clients and stakeholders via email, phone, and video meetings. Maintain positive client relationships through timely, professional, and constructive communication. Ensure stakeholders receive appropriate updates and follow-ups. 4. Training and Client Session Support Assist in preparing training sessions, workshops, presentations, and client meetings. Coordinate training materials, including slides, workbooks, handouts, and supporting documents. Set up and manage Zoom meetings, including providing technical assistance with breakout rooms and other meeting features. Support the smooth delivery of online training programs and client presentations. Ensure participants receive relevant materials and instructions on time. 5. CRM and Digital Operations Management Maintain accurate and up-to-date client information, meeting records, and activities in Zoho. Organize digital files and documents using SharePoint and other business platforms. Monitor digital systems and assist with troubleshooting basic technical issues. Identify opportunities to improve workflows, administrative processes, and operational efficiency. Utilise AI tools where appropriate to support productivity and streamline routine tasks. 6. Research, Development, and Project Support Assist with research and development activities related to training programs and learning materials. Support the preparation and improvement of training modules and educational resources. Monitor project timelines, deliverables, and outstanding actions. Provide occasional assistance with marketing materials, communications, and social media activities when required. Requirements Proven experience as an Executive Assistant, Executive Coordinator, Operations Coordinator, or similar role supporting senior executives or business owners. Experience working with Australian clients or businesses is highly preferred. Strong experience in calendar management, meeting coordination, email management, and executive administration. Experience using Zoho CRM or similar CRM platforms is highly desirable. Proficiency in Microsoft Office, SharePoint, Zoom, and other digital collaboration tools. Excellent written and verbal English communication skills, with confidence communicating directly with clients. Strong organizational skills, attention to detail, and ability to manage multiple competing priorities. Experience supporting online training sessions, workshops, or presentations is an advantage. Background or exposure to the franchising, consulting, training, or professional development industry is highly regarded. A degree in Psychology, Business Administration, Communications, or a related field is advantageous. Familiarity with AI tools, research activities, and content development is a plus. KEY SKILLS AND ATTRIBUTES: Proactive and Independent: Able to anticipate needs, take initiative, and follow th