Administrative Assistant for a Private Company in Australia (Home Based Part Time)

• Take ownership of shared and leadership inboxes, managing emails, follow-ups, and actions rather than simply forwarding messages.• Provide administrative support across finance, sales, orders, logistics, suppliers, and general business operations.• Stay ahead of recurring reports, meetings, and deadlines by proactively preparing information and materials before they are requested.• Identify and follow up on missing information, receipts, approvals, and outstanding actions, resolving routine matters independently where appropriate.• Prepare and maintain reports, documents, presentations, records, and recurring administrative processes.• Use AI tools, templates, and simple automation to improve processes and take ownership of outcomes without requiring step-by-step direction.• Xero and practical finance administration• AI-assisted workflows and process improvement• Shopify, Square or comparable order-management systems• Shared-inbox ownership and customer/supplier correspondence• Sales-order, freight or logistics administration• Working proactively across a small or growing business• Take ownership of shared and leadership inboxes, managing emails, follow-ups, and actions rather than simply forwarding messages.• Provide administrative support across finance, sales, orders, logistics, suppliers, and general business operations.• Stay ahead of recurring reports, meetings, and deadlines by proactively preparing information and materials before they are requested.• Identify and follow up on missing information, receipts, approvals, and outstanding actions, resolving routine matters independently where appropriate.• Prepare and maintain reports, documents, presentations, records, and recurring administrative processes.• Use AI tools, templates, and simple automation to improve processes and take ownership of outcomes without requiring step-by-step direction.• Xero and practical finance administration• AI-assisted workflows and process improvement• Shopify, Square or comparable order-management systems• Shared-inbox ownership and customer/supplier correspondence• Sales-order, freight or logistics administration• Working proactively across a small or growing business• Take ownership of shared and leadership inboxes, managing emails, follow-ups, and actions rather than simply forwarding messages.• Provide administrative support across finance, sales, orders, logistics, suppliers, and general business operations.• Stay ahead of recurring reports, meetings, and deadlines by proactively preparing information and materials before they are requested.• Identify and follow up on missing information, receipts, approvals, and outstanding actions, resolving routine matters independently where appropriate.• Prepare and maintain reports, documents, presentations, records, and recurring administrative processes.• Use AI tools, templates, and simple automation to improve processes and take ownership of outcomes without requiring step-by-step direction.• Xero and practical finance administration• AI-assisted workflows and process improvement• Shopify, Square or comparable order-management systems• Shared-inbox ownership and customer/supplier correspondence• Sales-order, freight or logistics administration• Working proactively across a small or growing business

Must Haves

• Proven experience in administration, coordination, or a similar support role. • Highly organized with strong attention to detail and the ability to manage multiple priorities. • Proactive and able to take ownership of tasks and follow them through to completion without constant supervision. • Confident managing inboxes, follow-ups, deadlines, documents, reports, and recurring administrative tasks. • Strong communication skills and confidence dealing with internal teams, suppliers, clients, and other stakeholders. • Tech-savvy and comfortable learning new systems and software quickly; experience with every system is not required. • Confident using AI tools, templates, and automation to improve efficiency and streamline administrative processes. • Strong problem-solving skills with the ability to think ahead, identify what needs to be done, and act without waiting for instructions. • Able to work independently while keeping stakeholders informed and ensuring nothing falls through the cracks. • Willingness to grow with the role and take on increasing responsibility as the business evolves.