Review current workflows and develop and establish clear, structured Standard Operating Procedures (SOPs) to create a scalable “Company Playbook”.
Manage the full job lifecycle including scheduling and dispatching technicians, updating job statuses, managing automated follow-ups, preparing and sending invoices.
Take ownership of the Principal’s inbox and calendar by prioritizing key communications, managing scheduling and resolving conflicts, acting as a gatekeeper to protect time and focus.
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.
Maintain structured and efficient digital filing systems (Google Drive / Dropbox), ensuring all documents are easy to locate and consistently organised.
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.

Minimum 3+ years experience in a Virtual Assistant, Executive Assistant, or Operations role
Advanced proficiency in Google Workspace or Microsoft 365
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
Ability to work AEST business hours (7:00am – 3:00pm)
Reliable high-speed internet and professional home office setup

Operations-Focused Executive Virtual Assistant

Key skills