Website:
obelisktraining.edu.au
Job details:
About the Role
We are looking for a highly organised, proactive and adaptable Executive Assistant to provide day-to-day support across executive administration, communications, marketing, social media and general business operations.
This is not a traditional diary-management-only Executive Assistant role. We are looking for someone who is comfortable working across multiple areas of the business, taking ownership of tasks, following things through to completion, and helping keep priorities moving.
The successful candidate will support the Founder/Director across a number of business activities and projects. The role will involve a mix of executive support, email and communication management, social media coordination, Canva design, follow-ups, administration, research and general operational assistance.
You should be someone who can receive a brief, understand what needs to happen next, organise the task and progress it with minimal supervision.
The role requires flexibility. Responsibilities will change depending on business priorities, so you must be comfortable stepping into different areas as required.
Key ResponsibilitiesExecutive & Administrative Support
- Provide day-to-day executive assistance to the Founder/Director.
- Organise priorities, tasks, meetings, reminders and follow-ups.
- Assist with diary and calendar coordination where required.
- Prepare meeting agendas, notes, action items and follow-up communications.
- Track outstanding actions and ensure important tasks do not get missed.
- Assist with organising documents, folders, files and business information.
- Prepare basic reports, spreadsheets, presentations and other business documents.
- Conduct online research and compile information when required.
- Support general administrative and operational activities across the businesses.
Email Management & Communication
- Assist with monitoring and organising email inboxes.
- Draft professional email responses for review or send approved responses where authorised.
- Respond to general enquiries using established guidelines and templates.
- Identify emails requiring urgent attention or executive input.
- Follow up with clients, prospects, partners, suppliers and other contacts.
- Track conversations and ensure agreed actions are completed.
- Maintain professional, clear and timely communication.
- Assist with setting up email campaigns, contact lists and email sequences.
- Maintain templates for frequently used communications.
Follow-Ups & Relationship Coordination
A major part of this role is ensuring opportunities and conversations do not disappear because nobody followed up.
Responsibilities may include:
- Following up prospects and enquiries.
- Following up partnership conversations.
- Following up proposals and quotations.
- Following up outstanding information from clients.
- Following up meeting actions.
- Following up potential leads.
- Following up suppliers and contractors.
- Maintaining simple lead and follow-up trackers.
- Updating CRM, Trello, spreadsheets or other systems with current information.
- Escalating important opportunities or issues to the Founder/Director.
Social Media Management
- Assist with managing company social media accounts.
- Schedule and publish approved content across platforms such as LinkedIn, Facebook and Instagram.
- Create and maintain social media content calendars.
- Repurpose existing business content into social media posts.
- Draft captions and supporting copy.
- Monitor comments, messages and enquiries and respond or escalate appropriately.
- Research relevant content ideas, industry topics, events and trends.
- Maintain consistent branding and messaging across social media channels.
- Track basic social media performance and identify high-performing content.
Canva Design
The successful candidate should be confident using Canva and able to produce professional business marketing materials.
This may include:
- Social media graphics.
- LinkedIn posts and carousels.
- Promotional flyers.
- Event graphics.
- Webinar graphics.
- Email campaign graphics.
- Simple brochures.
- Presentations.
- Lead magnets.
- Certificates.
- Course promotional materials.
- Business announcements.
- Basic website graphics.
You will be expected to work within existing brand guidelines while also being able to create clean, modern and professional designs independently.
Marketing Support
- Assist with implementing marketing campaigns.
- Prepare and schedule marketing emails.
- Support webinar and event promotions.
- Assist with maintaining campaign calendars.
- Coordinate marketing assets and deadlines.
- Help prepare lead lists and contact databases.
- Research prospective organisations, partners and clients.
- Assist with outreach campaigns.
- Update marketing materials when information changes.
- Coordinate promotional activity across email, website and social media.
- Assist with basic website content updates where required.
Client & Customer Support
- Respond professionally to routine client and customer enquiries.
- Assist with onboarding communications.
- Send documents, instructions, links and requested information.
- Follow up outstanding client actions.
- Coordinate appointments or meetings.
- Maintain accurate records of conversations and agreed actions.
- Escalate complex matters appropriately.
Project & Business Support
The Executive Assistant may support projects across marketing, training, education, technology, client services and business development.
This may include:
- Creating project trackers.
- Following up project tasks.
- Coordinating information between team members.
- Checking that deadlines are being met.
- Preparing documents or materials.
- Conducting research.
- Uploading or organising content.
- Testing simple customer journeys or online processes.
- Supporting new product, course, service or campaign launches.
- Assisting with ad hoc operational requirements.
Skills & Experience
We are looking for someone with strong capability in most of the following areas:
- Executive or administrative support.
- Excellent written English.
- Professional email communication.
- Strong organisational and time-management skills.
- Canva design.
- Social media management.
- LinkedIn, Facebook and Instagram.
- Microsoft Office or Google Workspace.
- Email marketing platforms.
- Calendar and meeting coordination.
- Online research.
- Spreadsheet and database management.
- CRM or task-management systems.
- Preparing professional documents and presentations.
- Following processes and maintaining accurate records.
Experience with tools such as Canva, Trello, Microsoft Teams, Google Workspace, Microsoft Office, MailerLite, WordPress, LinkedIn or similar platforms would be beneficial.
Personal Attributes
The right person for this role will be:
- Highly organised.
- Reliable.
- Proactive.
- Resourceful.
- Detail-oriented.
- A strong communicator.
- Comfortable working independently.
- Able to manage multiple priorities.
- Comfortable asking questions when necessary.
- Able to identify what needs to happen next.
- Persistent with follow-ups without being pushy.
- Comfortable learning new technology.
- Able to maintain confidentiality.
- Professional when communicating with clients and external stakeholders.
- Comfortable working in a fast-moving environment.
Most importantly, we need someone who takes ownership.
If you are assigned something, we expect you to track it, follow it up and help move it towards completion rather than waiting to be reminded.
What Success Looks Like
You will be successful in this role when:
- Important emails and opportunities are not being missed.
- Follow-ups happen consistently.
- Tasks are progressing without constant reminders.
- Social media activity is organised and consistent.
- Marketing materials are produced quickly and professionally.
- Information is easy to find.
- Meetings result in clear actions.
- Outstanding actions are actively tracked.
- The Founder/Director can delegate tasks confidently knowing they will be progressed.
- You gradually become someone who understands the businesses well enough to anticipate what needs to happen next.
Click on Apply to know more.
