[Hiring] Executive Assistant & Business Support @Virtual Staff 365

Role Description

Our client is an online-only eCommerce retailer operating within the infant sleep category. The business serves customers internationally and works with team members across Australia, the Philippines, and Serbia. They are now seeking to hire an Executive Assistant & Business Support professional to provide direct support to the General Manager while assisting across supply chain, systems, reporting, and internal process development.

Qualifications

• Previous experience in Executive Assistant or Senior Administrative roles.
• Ideally, experience in supply chain, manufacturing, imports, or SKU-based inventory environments.
• Intermediate Microsoft Office / Google Suite skills (Excel/Sheets, including VLOOKUP, Pivot Tables, formulas).
• Intermediate Gmail and Google Drive proficiency.
• Experience with project management software (Asana preferred; Trello or Monday.com acceptable).
• Basic familiarity with inventory management systems (conceptual understanding).
• Shopify exposure is advantageous but not essential.

Requirements

• Manage GM inbox: review inbound emails, categorise by priority, draft responses, and respond on behalf of the GM where appropriate.
• Organise travel itineraries.
• Create onboarding and offboarding checklists for staff.
• Coordinate storage and organisation of business records and documentation.
• Develop and maintain structured SOPs and system guides as part of training and knowledge documentation.
• Liaise with suppliers via email regarding order placement, production timelines, and shipping deadlines.
• Update internal project management boards to ensure visibility of supply chain progress.
• Conduct daily system checks to ensure logins and integrations are functioning.
• Perform basic data entry and Excel/Google Sheets manipulation (VLOOKUP, Pivot Tables, intermediate formulas).
• Format reports in line with brand guidelines and fonts.
• Assist in maintaining and improving system documentation and workflows.

Benefits

• Permanent work-from-home set-up.
• Dayshift (Australian business hours).
• Full-time job.
• HMO.
• Annual leave.
• 13th-month pay.
• With Government Mandated Benefits.

Key Attributes

• High level of discretion and confidentiality.
• Extremely organised and detail-oriented.
• Strong written communication skills (essential for overseas supplier communication).
• Clear verbal English for internal voice/video calls.
• Curious and investigative mindset — questions inconsistencies rather than ignoring them.
• Proactive, responsive, and self-directed.
• Polite, respectful, and professional communicator.