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SalaryOur elevator pitch for this role
We are currently going through a high-growth phase and we're in need of an Executive Personal Assistant to support our two directors on this journey. The role requires you to provide meticulous assistance to the directors, handling a variety of tasks from managing their schedules and emails, to running personal errands. We're seeking someone extremely organised, detail-oriented, and who truly enjoys helping others. This role is critical within our operations, and while we'll rely on your hard work and dedication, we also want to ensure that you grow with us, aspiring to help you achieve your own goals. The role is primarily remote, however you will need to be based in Sydney as there will be occasional on-site tasks.
If you have the experience, the ability to work autonomously, and a service-oriented mindset, then this could be an incredible opportunity for you to join us during our exciting growth phase.
What we need your help with
Here's a list of responsibilities and tasks that you will assist with, although it is not limited to these.
- Email management: Manage daily emails to ensure no important communication is overlooked, which includes responding to and following up on emails on behalf of the directors.
- To Do list management: Listing, prioritising, following up 3rd parties, delegating and attending to.
- Schedule management: Maintain a conflict-free calendar, and schedule appointments based on efficient use of time.
- Travel planning: Provide support in travel research, bookings and organisation.
- Project assistance: Perform tasks for projects, small or large, assigned by the director and ensure they are completed accurately and promptly.
- Reporting: Assist in preparing basic financial and work-based reports.
- Bill management: Oversee timely payments of bills.
- Personal shopping and errands: Assist with personal shopping and errands, including both online tasks and occasional location based errands.
- Hiring process assistance: Assist in the recruitment process by identifying potential candidates, scheduling interviews, and communicating with job applicants. This includes creating and posting job descriptions, sorting through applications, and aiding in the final decision-making process.
- Process improvement: Proactively develop systems and processes to improve efficiency in both everyday administrative tasks and project work.
About you…
- Minimum 2 years of experience as an Executive Assistant: Understand the responsibilities and challenges of this position.
- Strong communication skills: Proficiency in both speaking and writing in English.
- Attention to detail: Ability to identify and rectify errors or inconsistencies with a keen eye, ensuring high-quality outcomes.
- Patience: High-pressure situations may arise, so patience is essential for handling such scenarios calmly and effectively.
- Flexibility: The candidate will occasionally need to work outside regular hours to meet deadlines or handle urgent matters.
- Problem solving: Proactive identification and resolution of issues before they escalate to the director’s, demonstrating resourcefulness and initiative.
- Technology proficiency: Familiarity with GSuite, Excel, ChatGPT, Notion and Xero, and be able to leverage AI capabilities to enhance productivity and quickly adapt to new technologies.
- Humility and openness: The ideal candidate should have a humble approach, value collaboration, and recognise the importance of collective success. This includes the capacity to accept feedback constructively and make decisions that prioritise the organisation's needs, fostering a harmonious and productive work environment.
- Growth mindset: Embrace challenges as opportunities for learning and growth, continually seeking ways to improve processes and outcomes.
- Organisational excellence: We're seeking a candidate who embodies exceptional organisational skills, where every detail matters and everything has its place. This individual should value the concept of 'inbox zero', striving for efficiency and clarity in all aspects of their professional life.
- Have access to a car and driving license: This is required as the role will occasionally require running physical errands.
Growth potential
As we are in a growth phase, we are looking to expand our team of Virtual Assistants. With strong performance, you could potentially assume additional leadership responsibilities, including training and managing a team of Executive Assistants.
Our operating culture
Our work culture is dynamic, supportive and fosters personal and professional growth. We believe in a collaborative environment where everyone's input is valued and encouraged. We maintain a high standard of excellence, but we also understand the importance of work-life balance. We are looking for individuals who are passionate about their work, are team players, and are ready to contribute to our mission.
This position might not be a good fit for you, if...
- You prefer defined work hours and have limited flexibility.
- You like to have strict boundaries between work and personal life.
- Playing a supporting role does not spark joy.
- You do not enjoy solving problems resourcefully.
- Anticipating potential issues in advance is not your strong suit.
- You find completing tasks to the end challenging or daunting.
- You are not naturally organised-minded.
- Giving and receiving feedback is a sensitive area for you rather than a tool for growth.
About our businesses
The Rushfaster Group comprises a portfolio of businesses. The principal business is Rushfaster, an e-commerce retailer. And the other business of relevance is Softer Volumes, a premium design and lifestyle publication.
Rushfaster, with a 20-year legacy, is a distinguished online retailer specialising in carry goods and accessories, serving primarily Australia & New Zealand, expanding into the USA, and soon the EU/UK. We offer over 50 premium brands and are developing a line of high-quality Rushfaster-branded products, poised for global expansion.
Our commitment to above & beyond customer experience is evident in our 4.9-star rating. We prioritise environmental and social responsibility and embrace kaizen, the philosophy of continuous improvement.
Our team operates remotely, mainly from Australia and the Philippines, fostering collaboration through daily online interactions and occasionally face-to-face. We pride ourselves on a structured environment with clear, team-crafted policies and procedures. Team members are clear on expectations, strive for excellence, and are held to our very high standards. For people who want to make a difference, our team is encouraged to contribute their ideas. The best ideas always win at Rushfaster.
Softer Volumes shares the same principles as Rushfaster with a small creative team who works remotely from around the world.
It really is an exciting time to be involved with the company as it enjoys rapid growth. Both businesses offer a fun, stable, and stimulating work culture, ensuring direct access to co-founders for issue resolution or suggestions. Working here means making a significant impact, enjoying a harmonious team dynamic, and contributing to a brand we're all proud of.
Remote work details
- While our team enjoys the privilege of working remotely, it's essential to maintain a professional approach to work.
- From time to time, your responsibilities may include undertaking tasks that necessitate driving and personally handling items.
- You must be able to work from a quiet, distraction-free environment to ensure focus and professionalism during voice or video communication.
Pay range
The salary range for this position is $70k to $110k plus superannuation, and it depends on experience and suitability for the role. Compensation will be reviewed initially after the first six months, and then annually, with a potential bonus structure to be discussed.
How to apply
Email your resume and a cover letter outlining your relevant experience to *******@teamrushfaster.com.au and bcc: *******@softervolumes.com.
- In the subject line of your email, use the format: [Your Name] - Executive Personal Assistant application.
- Address your cover letter to Joseph.
- In your cover letter, highlight one specific part of the job description that especially interests you and explain why. Also, discuss what you anticipate will be the most challenging aspect of the role and why. Lastly, please include a question you would like us to answer about the role or company.
- Keep the cover letter word count under 400 words.
We look forward to your application.
