Administrative Assistant (Services Australia Agency)

Career Employment Australia; South Africa; Remote; AUD 90,000 - 120,000; Full time

Benefits offered by this job

Remote work

Flexible schedule

International exposure

Job summary

Fasttrack Business Holdings seeks an Executive Assistant to support our CEO and COO remotely from Australia. You will manage calendars, communications, and travel logistics for a high-paced, international leadership team.

Ideal candidates have 3–5+ years in senior executive support, strong English skills, and proven discretion with confidential information. This role offers remote collaboration with a growing digital marketing agency.

Qualifications

• 3–5+ years supporting C-suite or senior leaders.
• Advanced proficiency with project management platforms and MS 365.
• Excellent written and verbal English communication.
• Strong discretion handling confidential information.

Responsibilities

• Manage scheduling and calendars for executives, including meetings across time zones.
• Draft, review, and send communications on behalf of the executives.
• Coordinate domestic and international travel arrangements.
• Prepare high-level presentations, reports and confidential documents.
• Organise virtual conferences and track action items.

Skills

Calendar management

Executive support

Stakeholder communication

Discretion & confidentiality

Time management

Problem solving

Education

Business Administration degree

Tools

Monday.com

Asana

Microsoft Office 365

Zoom

Slack

Job description

• What Administrative Assistant Services Austral...

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Remote (South Africa) | Supporting an International Company

Thursday – Monday, 09:00 AM – 05:00 PM SAST | Full-Time

Unlock international exposure and elevate your executive support career from the comfort of your home.

As an Executive Assistant in the dental field, you will directly own the seamless operational flow and daily administrative rhythm for a senior international healthcare executive. You will serve as the primary operational gateway, taking full charge of high-volume calendar orchestration, dental practice coordination, complex stakeholder communications, and end-to-end travel logistics.

What You'll Do

• Calendar & Schedule Management: Proactively manage complex multi-timezone diaries, resolving scheduling conflicts, and delivering comprehensive pre-meeting briefing notes and agendas.
• Inbox & Stakeholder Communication: Triage, screen, and draft high-priority emails, serving as the professional first point of contact for internal and external stakeholders.
• Travel & Logistics Coordination: Plan and execute domestic and international travel itineraries—including flights, accommodation, transfers, and post-travel expense reconciliations.
• Document & Report Generation: Draft, format, and refine high-level business presentations, reports, and confidential correspondence with flawless accuracy.
• Meeting & Event Facilitation: Organize virtual conferences, webinars, and executive team meetings while tracking actionable minutes and following up on key deliverables.
• Operational & Project Support: Execute research tasks, streamline internal administrative workflows, and independently drive ad-hoc operational projects on behalf of the executive.

What You Bring

• Experience & Certifications: 3–5+ years of proven experience as an Executive Assistant supporting C-suite or senior leaders; tertiary diploma/degree in Business Administration is preferred.
• Core Technical/Specialized Skills: Advanced proficiency in project management platforms (e.g., Monday.com, Asana), Microsoft Office 365, and virtual meeting platforms (Zoom, Slack).
• Background & Domain Expertise: Strong track record in end-to-end travel management, multi-timezone calendar optimization, and senior administrative operations within global or fast-paced settings.
• Technical Translation / Delivery: Flawless written and verbal English communication capabilities with exceptional research, drafting, and document formatting capabilities.
• Working Style: High discretion handling confidential information, exceptional self-governance, outstanding attention to detail, and a proactive, solution-oriented approach to complex daily priorities.
• Trainability: Fast learner with a strong attitude toward acquiring new skills (minimal training required).

Remote Work Requirements

• Hardware: Reliable personal laptop or desktop capable of running all role-required software.
• Connectivity: High-speed, stable internet connection with a backup plan for power or connectivity outages.
• Workspace: A dedicated, quiet, and professional home-office environment.
• Mindset: High self-discipline, excellent time management, and a strong track record of thriving in an autonomous remote setup.

Connecting the extraordinary talent of South Africa with businesses around the world.

4217 Main Beach Fasttrack Business Holdings

Job Description

Are you a proactive problem solver with a passion for supporting senior leadership?

We are seeking an organised and dynamic Executive Assistant to support our CEO and COO. As an Executive Assistant, you will play a crucial role in ensuring that the company’s goals and objectives are achieved efficiently by managing schedules, communications, and administrative tasks. If you have exceptional communication skills, meticulous attention to detail, and the ability to handle confidential information with discretion, this role could be the perfect fit for you.

Why Join Us?

Impactful Work: Supporting the CEO and COO.

Growth Opportunities: Be a key player in a fast-growing digital marketing agency.

Flexibility: Enjoy the benefits of remote work while collaborating with a dynamic team.

Responsibilities:

• Manage scheduling and calendars for company executives, including organising and preparing for meetings.
• Draft, review, and send communications on behalf of the executive team.
• Coordinate travel arrangements and manage logistics for executive travel.
• Prioritise and respond to emails and phone calls, communicating key messages and information to executives.
• Maintain various records and documents for the company’s executives.
• Support the CEO primarily, and provide additional support to the executive team as needed, ensuring smooth operations.
• Sending all proposals to agency clients
• Organising OB calls
• Being the POC until the client is onboarded

Requirements:

• Must be available to work 8am-12pm Brisbane time AEST, Monday to Friday
• Proven experience as an Executive Assistant or in a similar