Virtual Executive AssistantVirtual Executive Assistant

Key Achievements:

Team & Project Coordination: Led and supported a team of interns, managed task boards, prioritized deadlines, and maintained structured workflows to ensure accurate, on-time project completion. Executive Support & Communication: Managed executive calendars and emails, scheduled meetings with time-zone and conflict considerations, and prepared structured agendas, meeting notes, and action-oriented minutes. Event & Travel Management: Coordinated end-to-end events and travel arrangements, including sourcing venues, booking flights/accommodations, organizing transportation, and delivering detailed client-ready itineraries. Administrative & Financial Management: Maintained organized digital files, applied consistent naming conventions, and managed expenses by verifying costs and compiling reports in line with company policies. Content Creation & Professional Branding: Designed client-ready presentation decks, created strategic social media content, enhanced professional branding through online portfolios, and applied effective client-communication strategies.

Key Achievements:

General Accounting: Performed end-to-end accounting activities including conversion balances, journal entries, purchase orders, bills, quotes, invoices, repeating bills, and expense input. Financial Transactions: Managed spend/receive money transactions, overpayments, prepayments, and conducted accurate bank categorization and reconciliation within Xero. Payroll Processing: Handled payroll administration by setting up employee profiles, processing payroll runs, and maintaining complete and accurate payroll records. Compliance & Reporting: Completed BAS (Simple & Full), IAS, and assisted with income tax preparation while generating reliable financial, compliance, and management reports. Asset Management: Maintained fixed asset registers, processed depreciation schedules, and ensured accurate and up-to-date financial recordkeeping. Workflow Optimization: Utilized Hubdoc and other accounting tools to streamline document management, automate file imports, and improve overall workflow efficiency.

Key Achievements:

Leadership Team Development: Supervise a team of 4 members, enhancing productivity through strategic process improvements and data-driven approaches. Process Improvement: Introduced new workflows and practices focused on data-driven decision-making, resulting in increased operational efficiency. Data Management & Lead Enrichment: Conduct extensive market research and utilize additional tools to enrich 10,000 lead lists, boosting lead quality and targeting accuracy by 87%. Lead Consolidation: Identify and manage duplicate leads, streamlining lead data to enhance database reliability. Administrative Excellence: Perform routine administrative tasks with high efficiency, supporting smooth operation and management of team workflows.

Key Achievements:

Social Media Management: Handled job inquiries and engagement on the company’s Facebook page, responding to applicant inquiries daily and increasing interaction. Job Postings Scheduling: Updated and organized job postings in MyRecruitmentPlus, ensured accuracy, and posted new listings weekly. Scheduled and managed job and blog posts on Facebook and LinkedIn, boosting post reach and engagement. Blog Posting Optimization: Published and optimized blog articles to improve search visibility, resulting in increased organic traffic. Social Bookmarking: Completed social bookmarking tasks, enhancing visibility of blog and job content across platforms and contributing to higher referral traffic. Internal Marketing Support: Assisted in organizing and executing internal marketing events. Administrative Marketing Duties: Performed various administrative and marketing tasks, reducing administrative workload by 50%.

Key Achievements:

Executive Assistance: Reported directly to the CEO (Business Coach), managing calendars, Inbox Zero email handling, and client communications. Client Onboarding: Facilitated the onboarding of multiple clients, ensuring smooth transitions and proper adaptation to systems. System Development: Built custom apps and webforms in Podio CRM with Globiflow automation, enhancing workflow efficiency for clients. Tool Research & Integration: Researched and integrated web app tools to optimize Podio CRM, improving client operations. Client Support: Provided ongoing client support and training on new system builds, reducing onboarding time and increasing adoption. Business Flow Management: Oversaw multiple client workflows and tasks, ensuring timely completion and consistent quality. Client Check-Ins: Led monthly client meetings, documented minutes accurately, and tracked follow-up actions. Technical Support: Resolved technical issues promptly, maintaining high client satisfaction. File & Data Management: Updated, organized, and maintained client records and databases, ensuring data accuracy and security. Administrative Support: Delivered confidential administrative support, including process creation and documentation, enhancing client experience. SEO Assistance: Assisted colleagues with basic SEO tasks, promoting continuous learning and professional growth within the team.