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Executive Assistant

Job Description

This is a support role, not a management role. You will work closely with a senior leader who oversees multiple venues and business projects across Australia, helping with communication, administration, task follow-up, and coordination across the wider venue group.

The work is varied and priorities shift with what is happening across the business, so flexibility and a willingness to help wherever support is needed are essential.

Job Title

  • Executive Assistant

Work Schedule
  • Day Shift
Job Qualifications/Requirements
  • Essential:
    ● Proven experience as an Executive Assistant, Virtual Assistant, Operations Coordinator, or similar senior administrative support role (open to candidates from any industry with strong transferable skills).
    ● Impeccable written and spoken English.
    ● Strong organization, time-management, and proactive follow-up skills.
    ● Experience coordinating multiple stakeholders, schedules, or locations.
    ● Basic admin experience with tracking invoices, organizing receipts, or managing operational records.
    ● Proficiency with AI tools (e.g., ChatGPT, Microsoft Copilot, Google Gemini, Canva AI) to streamline workflows, paired with strong attention to detail to review output.
    ● Tech-savvy with spreadsheets, email, shared cloud folders, online calendars, and project management platforms.
  • Highly Regarded (Nice to Have):
    ● Experience in hospitality, entertainment, retail, franchising, or multi-site venue operations.
    ● Basic background in social media scheduling or event coordination support.
Job Responsibilities
  • Executive Support:
    ● Provide daily administrative and organizational support.
    ● Manage meetings, appointments, reminders, and important deadlines.
    ● Maintain a clear, prioritized task list.
    ● Prepare meeting agendas, notes, and action lists.
    ● Draft emails, messages, reports, and business communications.
    ● Organize information so it can be reviewed and understood quickly.
    ● Follow up on tasks and commitments through to completion.
    ● Keep track of matters that require a decision or approval.
  • Multi-Venue Coordination:
    ● Maintain regular, clear, and consistent communication across the venue group.
    ● Communicate with venue managers to collect updates, documents, and required information.
    ● Follow up with venue managers on actions, deadlines, and outstanding matters.
    ● Help coordinate regular meetings with venue managers, prepare agendas, take notes, and maintain action lists.
    ● Provide clear summaries of important venue updates.
    ● Help track operational issues, staffing matters, upcoming events, and venue priorities.
    ● Report important or urgent matters quickly.
    ● Support the rollout of new processes, instructions, and projects across venues.
  • Operations and Project Support:
    ● Maintain operational trackers, task lists, and project timelines.
    ● Assist with supplier, contractor, maintenance, and technology follow-up.
    ● Coordinate quotes, approvals, documents, and supporting information.
    ● Monitor deadlines and identify overdue tasks.
    ● Support venue development, refurbishment, and business improvement projects.
    ● Keep venue and project information organized and easy to find.
    ● Prepare simple progress reports showing completed tasks, delays, and decisions required.
  • Administrative Accounts & Invoice Tracking: (Focus on administrative coordination and record-keeping)
    ● Receive, log, and track incoming invoices and receipts.
    ● Ensure invoices are linked to the correct venue/project and attached with basic required supporting documents.
    ● Follow up with venue managers or suppliers when receipt details or documents are missing.
    ● Maintain invoice approval trackers and route documents to the appropriate managers or accounts team for review and payment.
    ● Organize and file financial and payment documents clearly in shared drives.
  • Marketing, Events & Communications Support:
    ● Prepare and schedule approved Facebook posts using supplied content and templates.
    ● Support the promotion of venue events and help prepare event reminders and follow-up communications.
    ● Collect event information, photos, results, and updates from venue managers.
    ● Follow up on customer or event inquiries when directed.
    ● Maintain a calendar of upcoming venue events and promotional dates.
    ● Help ensure venues are aware of national marketing campaigns and required actions.
    ● Coordinate with the internal marketing team, ensuring content follows brand guidelines and approval processes. (This role supports approved marketing activity only.)
  • AI and Digital Tools:
    ● Use AI tools to improve the speed, organization, and quality of work—drafting emails, notes, summaries, reports, task lists, and basic marketing content.
    ● Review and correct all AI-generated work before it is shared, ensuring accuracy and business alignment.
    ● Use AI to summarize complex information into clear action lists.
    ● Follow company rules when handling confidential or sensitive information.

To Apply, please create your profile at app.wrkpod.com for your application as this is part of the new application process, and click this link for the job details: here

All successful applicants will be stationed in our office at BACOLOD  CITY.

Good luck and God Bless!