Executive Assistant for a Furniture Designing Company in Australia (Home Based Full Time)
Full time | Virtual Coworker | Australia
Posted On 03/20/2025
Job Information
Job Category
Virtual Assistant
Work Schedule
Monday to Friday, 10:00am - 6:00pm Australian Eastern Standard Time
Hours Per Day
Full Time - 8 Hours per day
Industry
Retail and E-Commerce
Work Location
Home Based - Philippines
City
Sydney
State/Province
New South Wales
Zip/Postal Code
2011
Client Information
With a passion for unique furniture, the company aims to enhance the Australian market with diverse, high-quality pieces from around the world. In a time when homes are more than just living spaces, comfort and style are essential. The company’s goal is to help Australians create inviting, personalized environments by offering a broad selection of furniture to suit every need and taste.
Job Description
As an Executive Virtual Assistant, you will be the right hand of the CEO, ensuring seamless business operations, managing key relationships, and keeping the team aligned. You will also assist with administrative tasks to help ease the CEO’s workload, ensuring efficiency across all areas of the business. This role requires adaptability, as no two days will be the same. You will need to work independently when required, assist other team members, and liaise with outsourced service providers such as HR, accounting, and suppliers. Below are your key responsibilities:
1. Executive & Administrative Support
• Manage the CEO’s inbox, filtering emails, drafting responses, and prioritising important messages.
• Schedule and coordinate meetings, calls, and appointments, ensuring efficient time management.
• Handle calendar management, reminders, and follow-ups to keep everything on track.
• Take meeting minutes, summarise action points, and ensure follow-ups are executed.
• Assist with general administrative tasks to support the CEO with workload management.
2. Supplier & Vendor Management
• Act as the main point of contact for suppliers and vendors.
• Negotiate contracts and pricing, ensuring cost-effectiveness.
• Ensure timely communication and follow-ups with suppliers regarding orders, shipments, and outstanding issues.
• Handle product sourcing, supplier agreements, and quality control checks.
3. Operations & Team Coordination
• Ensure all teams (logistics, showroom, customer service, etc.) are aligned and on track with their tasks.
• Act as a liaison between departments, ensuring smooth communication and project execution.
• Assist in hiring, onboarding, and coordinating freelancers or external contractors when needed.
• Support the rest of the team with ad hoc administrative tasks when required.
4. Logistics & Order Management Support
• Oversee shipping timelines, supplier deliveries, and inventory updates.
• Assist in resolving logistical or supply chain challenges.
• Ensure customer orders and supplier deliveries are handled smoothly and efficiently.
5. Business Development, Research & External Support Coordination
• Conduct research on potential suppliers, new product lines, industry trends, and competitors.
• Identify opportunities for operational improvements and cost savings.
• Assist in drafting contracts, agreements, and business documents.
• Coordinate with outsourced service providers such as HR, accounting, legal, and other external consultants.
Biggest Pain Points & Why We Need You
Our biggest challenges include:
• Managing the CEO’s workload and ensuring smooth operations across all departments.
• Keeping everything organised and running efficiently while the CEO focuses on strategic growth.
• Ensuring supplier relationships and logistics run seamlessly without delays.
• Coordinating multiple teams, external service providers, and projects while maintaining efficiency.
• Being able to take charge and work independently when required, solving problems proactively.
Must Haves
• This role is open to Filipino citizens residing in the Philippines only.
Experience:
• Proven experience as an Executive Assistant, Operations Manager, or similar role.
• Experience in business administration, supplier management, or logistics coordination.
• Background in handling executive-level communications and calendar management.
• Previous experience in coordinating with suppliers, vendors, and outsourced service providers (e.g., HR, accounting, legal).
Skills & Abilities:
• Exceptional organisational and time management skills—able to handle multiple priorities efficiently.
• Strong problem-solving abilities, with the capability to anticipate needs and resolve issues proactively.
• Excellent written and verbal communication skills, professional and concise.
• Ability to work independently when required, taking ownership of tasks without constant supervision.
• Attention to detail, ensuring accuracy in contracts, emails, and administrative work.
• Strong ability to liaise with internal teams and external stakeholders.
• Ability to adapt to different tasks daily, supporting the CEO and assisting the wider team.
Technical & Tools:
• Proficiency in Google Workspace (Docs, Sheets, Drive, Calendar, Gmail).
• Experience with Project Management Tools (e.g., ClickUp, Asana, Trello).
• Familiarity with CRM & Supplier Management Platforms (e.g., HubSpot, Zoho, Salesforce).
• Experience in E-commerce and Order Management Platforms (e.g., Shopify, Xero, Dext).
• Comfortable using WhatsApp, Zoom, and VoIP tools for supplier and team communication.
This role is perfect for someone who is highly organised, proactive, and thrives in a fast-paced environment, ensuring seamless business operations while supporting executive decision-making.
Experience:
• Proven experience as an Executive Assistant, Operations Manager, or similar role.
• Experience in business administration, supplier management, or logistics coordination.
• Background in handling executive-level communications and calendar management.
• Previous experience in coordinating with suppliers, vendors, and outsourced service providers (e.g., HR, accounting, legal).
Skills & Abilities:
• Exceptional organisational and time management skills—able to handle multiple priorities efficiently.
• Strong problem-solving abilities, with the capability to anticipate needs and resolve issues proactively.
• Excellent written and verbal communication skills, professional and concise.
• Ability to work independently when required, taking ownership of tasks without constant supervision.
• Attention to detail, ensuring accuracy in contracts, emails, and administrative work.
• Strong ability to liaise with internal teams and external stakeholders.
• Ability to adapt to different tasks daily, supporting the CEO and assisting the wider team.
Technical & Tools:
• Proficiency in Google Workspace (Docs, Sheets, Drive, Calendar, Gmail).
• Experience with Project Management Tools (e.g., ClickUp, Asana, Trello).
• Familiarity with CRM & Supplier Management Platforms (e.g., HubSpot, Zoho, Salesforce).
• Experience in E-commerce and Order Management Platforms (e.g., Shopify, Xero, Dext).
• Comfortable using WhatsApp, Zoom, and VoIP tools for supplier and team communication.
This role is perfect for someone who is highly organised, proactive, and thrives in a fast-paced environment, ensuring seamless business operations while supporting executive decision-making.
Nice to Haves
• Experience with Slack, Microsoft Teams, or Zoom for team communication.
• Familiarity with contract management platforms for handling agreements and legal documents.
• Basic knowledge of Shopify to support e-commerce operations.
• Understanding of inventory and supply chain management software.
• Experience using Xero to assist with invoice tracking and supplier payments.
Nice-to-Have Skills & Certifications:
• Certification in business administration, executive assistance, or operations management.
• Prior experience in luxury retail, furniture, or interior design industries.
• Strong negotiation skills for handling supplier agreements and pricing.
Additional Information:
• The ideal candidate is proactive, adaptable, and highly organised, capable of handling multiple responsibilities efficiently.
• Confidentiality and discretion are crucial, as the role involves managing sensitive business and supplier information.
• While the role is remote, candidates must be available during APAC business hours to coordinate with the CEO, team, and suppliers.
• Fluency in English is required for effective communication.
These are not required but would be highly beneficial in excelling in this role.
• Familiarity with contract management platforms for handling agreements and legal documents.
• Basic knowledge of Shopify to support e-commerce operations.
• Understanding of inventory and supply chain management software.
• Experience using Xero to assist with invoice tracking and supplier payments.
Nice-to-Have Skills & Certifications:
• Certification in business administration, executive assistance, or operations management.
• Prior experience in luxury retail, furniture, or interior design industries.
• Strong negotiation skills for handling supplier agreements and pricing.
Additional Information:
• The ideal candidate is proactive, adaptable, and highly organised, capable of handling multiple responsibilities efficiently.
• Confidentiality and discretion are crucial, as the role involves managing sensitive business and supplier information.
• While the role is remote, candidates must be available during APAC business hours to coordinate with the CEO, team, and suppliers.
• Fluency in English is required for effective communication.
These are not required but would be highly beneficial in excelling in this role.
Home Office Requirements
Please only apply for this role if you have the following home office requirements:
· Perfectly working headset and webcam
· Stable internet connection of at least 5 Mbps to 15 Mbps
· Up to date computer system with a minimum of Windows 8 or Mac OS X
· Quiet room with no distractions or background noises
· A backup plan if the power goes out or if your internet connection becomes unstable during your shift
Only applicants meeting the strict criteria above will be contacted.
· Perfectly working headset and webcam
· Stable internet connection of at least 5 Mbps to 15 Mbps
· Up to date computer system with a minimum of Windows 8 or Mac OS X
· Quiet room with no distractions or background noises
· A backup plan if the power goes out or if your internet connection becomes unstable during your shift
Only applicants meeting the strict criteria above will be contacted.
Connect With Us
https://virtualcoworker.com.ph
https://virtualcoworker.com/our-culture
https://www.facebook.com/virtualcoworker
https://www.linkedin.com/company/virtual-coworker
https://virtualcoworker.com/our-culture
https://www.facebook.com/virtualcoworker
https://www.linkedin.com/company/virtual-coworker