About the role

Outsourcedstaff

We are seeking a highly capable Executive Virtual Assistant who goes beyond basic admin support and takes ownership of building structured, scalable systems across the business.

This role is ideal for someone who thrives on organisation, process improvement, and operational efficiency. You will work closely with the Principal to streamline workflows, manage daily operations, and create systems that support long-term business growth.

Experience with ServiceM8 is a strong advantage; however, we are happy to provide training for the right candidate. What is essential is a highly process-driven mindset and the ability to build and improve systems over time.

Core Responsibilities

1. Process Engineering & SOP Development
Review current workflows and develop and establish clear, structured Standard Operating Procedures (SOPs) to create a scalable “Company Playbook”.

2. ServiceM8 Job Management (Training Provided)
Manage the full job lifecycle including:

Scheduling and dispatching technicians

Updating and tracking job statuses

Managing automated follow-ups

Preparing and coordinating jobs from start to completion

Assisting with basic quoting using templates for specific jobs

Ordering and coordinating required materials

Managing job scheduling to ensure timely completion

3. Executive Inbox & Calendar Management
Take ownership of the Principal’s inbox and calendar by:

Prioritising key communications

Managing scheduling and resolving conflicts

Acting as a gatekeeper to protect time and focus

4. Systems Implementation & Automation
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

5. Data & File System Organisation
Maintain structured and efficient digital filing systems (Google Drive / Dropbox), ensuring all documents are easy to locate and consistently organised.

6. Project Coordination & Internal Communication
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.

Ideal Candidate Attributes

Highly process-driven and structured in their approach

Strong systems thinker who looks for efficiencies and automation

Obsessive organiser who enjoys clean systems and clarity

Confident communicator with the ability to engage with internal teams

Proactive, reliable, and solution-focused

Technical Skills & Requirements

Advanced proficiency in Google Workspace or Microsoft 365

Minimum 3+ years of experience in a Virtual Assistant, Executive Assistant, or Operations role

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

Proven ability to identify, improve, and streamline processes or systems within a business

Experience in developing and documenting SOPs (Standard Operating Procedures) to enhance efficiency and consistency

Strong understanding of operations and workflow management

Experience working with service-based or construction companies is preferred, but not required

Ability to work AEST business hours (8:00 AM – 4:00 PM)

Reliable high-speed internet and a professional home office setup

Summary
This is a high-impact operational role, not a standard VA position.
The successful candidate will play a key role in building systems, improving efficiency, and supporting business growth, becoming a true extension of the leadership team.

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About the role

Core Responsibilities

Ideal Candidate Attributes

Technical Skills & Requirements

Similar jobs

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About the role

Core Responsibilities

Ideal Candidate Attributes

Technical Skills & Requirements

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