Executive Assistant

Salary: P280 – P350/hr

Hi we are a Marketing Media company and is a Melbourne-based hybrid media agency specializing in premium automotive and luxury videography. We produce visually stunning, engaging, and impactful content across automotive, fashion, real estate, and corporate sectors, both nationally and internationally. Our core strength lies in exceptional automotive cinematography, delivering polished, high-end content for luxury cars, performance vehicles, and 4WD builds.

The Opportunity
We’re seeking a detail-oriented, self-motivated Virtual Executive Assistant to join our dynamic team and provide crucial support to our Founder & Creative Director. This is a full-time remote position working Australian business hours (8am-4pm Melbourne time).
As an integral part of our growing operation, you’ll be the first point of contact for clients, manage critical administrative functions, and help maintain the seamless workflow that enables our creative team to focus on producing exceptional content.

What You’ll Do
Client Relationship Management
– Manage incoming client inquiries professionally and efficiently
– Draft and send professional client communications
– Follow up on leads and nurture client relationships
– Send event invitations and manage RSVPs
– Transfer and maintain lead details between our CRM systems

Project & Systems Administration
– Monitor ongoing projects to ensure deadlines are met
– Create weekly project status reports and track upcoming shoots
– Maintain organized digital filing systems across Dropbox and Google Drive
– Update Notion with proper details for content preparation
– Manage calendar, appointments, and meeting scheduling

Business Support
– Assist with social media scheduling and engagement
– Prepare basic agreements and proofread client-facing materials
– Create and maintain spreadsheets for tracking business metrics
– Research industry trends and competitors
– Manage reminders and follow-up services

What Makes You a Great Fit
2-3 years of experience in administrative roles with client communication responsibilities
Experience in a fast-paced environment requiring adaptation and initiative
Strong attention to detail and quality standards (absolutely essential)
Excellent organizational skills with a natural systems-thinking approach
Exceptional written and verbal communication for professional client correspondence
Ability to work independently with minimal supervision
Proactive problem-solving approach to anticipate and address issues
Experience with project management tools (Notion, Trello) and CRM systems
Proficiency in Google Workspace and adaptability to learn new tech tools quickly
Calm under pressure with the ability to juggle multiple priorities
A growth mindset – willing to evolve as our business grows

What Makes This Role Different
You’ll be joining a creative, high-energy team that values initiative and independent thinking. Unlike traditional assistant roles, we’re looking for someone who can:

Take full ownership of their responsibilities with minimal guidance
Absorb information quickly and apply it effectively
Think strategically about how their work fits into the bigger business picture
Maintain consistent performance without constant supervision
Thrive in a dynamic environment where priorities may shift

The Perks

Fully remote position with flexible work arrangement
Comprehensive training materials and documented processes
Opportunity to grow with a business in the exciting luxury automotive media space
Work with high-profile clients and prestigious brands
Supportive team environment with clear communication channels
Stable, long-term position with a 12-month contract (3-month satisfaction guarantee)

Hours & Compensation

Full-time (160 hours per month)
8am-4pm Melbourne time with 1-hour break

Application Process
Successful candidates will be invited to interview with our Founder. Ready to Join Us?
If you’re interested in becoming part of our amazing team, Apply Here:
forms.gle/1Ska2ZPX9zSX71TV9