Executive & Personal Assistant for Online Media Company

QPI Media; Warragul; On-site; AUD 48,000 - 72,000; Part time

Job summary

QPI Media, a busy online media company, seeks an experienced Executive & Personal Assistant to act as the director's right hand. You will manage diaries, calendars, emails, and international calls, coordinating trades, staff, and family tasks with a proactive, solution-focused approach.

Based in Warragul, this 32-hour-per-week role offers a hands-on opportunity to lead by example, handle demanding schedules, and ensure smooth operations across professional and personal life.

Qualifications

• Professional EA experience preferred with diary and calendar management skills.
• Ability to handle multiple time zones and international communications.
• Strong organizational and problem-solving capabilities.

Responsibilities

• Manage the director's diary and calendar, keeping schedules up to date.
• Coordinate meetings, calls, and travel across time zones with stakeholders.
• Handle emails efficiently and communicate with clients and partners.
• Manage trades, suppliers, and contractors; supervise staff when needed.
• Support family and household coordination as required, with discretion.

Skills

Diary management

Calendar management

Email management

Research & problem solving

Team coordination

Decision making

Communication

Time zone coordination

Driver and errands

Tools

Word

Excel

Google Docs

Calendars

Zoom

Job description

Executive & Personal Assistant for Online Media Company

Can you be the Personal Executive Assistant and Right Hand Person we need?

Are you an organized administrator, talented at accurate diary management, coordinating trades people, running multiple electronic calendars, and efficiently running email inboxes? Are you a problem solver? Can you fix the scheduling issue? Find/research the answer to the problem? Get the best quote? Quickly get the job done? Book calls across time zones? We need someone who can tackle all of these challenges, with a great attitude!

We have multiple properties, own a thriving local online media company and have a very busy lifestyle. We are looking for someone ready to assist on all fronts personally and professionally, be a highly effective member of our team, to co-ordinate and support the managing director, handle his communications and step in as necessary to make sure his life and family life runs smoothly. We need an extremely efficient and effective, confident person who is experienced at managing people and getting things done and will step in personally when the chips are down!

Duties include

• Organizing the director to be where he needs to be at all times, while freeing his time as much as possible


• Keeping electronic calendars accurate/up to date


• Communicating with internation clients and sponsors in a friendly professional and timely manner


• Setting meetings (with international time zones)


• Running email inboxes efficiently


• Dealing with trades and clients and managing trades and repairs


• Coordinating cleaners and other assistant staff


• Keeping track of expenses and generally keeping all things in order


• Assisting with family matters where needed, IE communicating with school, transporting or supervising children, etc.

This is a key role that will suit someone with leadership skills, who wants a family friendly role, can work quickly and effectively, has great administration and communication skills, has a positive can-do attitude and no-nonsense approach. You will feel confident responding assertively but professionally to maintain high standards of work from contractors and other staff. You will be able to proactively manage difficult situations and stay 2 steps ahead of the company directors to support them and their household.

While this job involves coordinating others, you must be a ‘lead by example style person’ and be 100% willing to positively step in to run errands, collect children from school or extracurricular activities and do what is required, without complaint to cover as needed, a true ‘Right Hand Person’ we can't do without!

You need to be

• Fast Worker who stays on track and keeps others on track


• Able to assess a team of staff and co-ordinate their time and work


• Fast typist and good computer skills (word, excel, google docs and calendars, zoom etc)


• Great researcher and problem solver (for example google tradespeople, find quick and effective solutions to problems)


• Confident in coordinating multiple properties


• Write professional emails and stay on top of multiple inboxes


• Extremely organized


• Confident to make decisions independently (not needing hand holding or constant feedback)


• Great team player


• Enjoy being the fixer for the daily challenges that come up with our complicated lifestyle


• Child and Pet friendly


• Able to be assertive with tradespeople, staff and subcontractors


• Energetic and hardworking


• Office experience an advantage


• Do all of the above with a positive attitude and friendly demeanor

You will need a drivers license and a reliable car for local errands. You must be available to answer approximately two to three calls/messages a week outside work hours to facilitate communication between the team, and occasionally be available outside of regular work hours to assist. The pay rate allows for these requirements.

The role is 32 hours a week. We can be flexible/negotiable on what the specific hours are depending on the candidate however Monday and Friday are necessary. You will work from the company office which is in Warragul. There may be potential for more hours down the track.