Vibit is a health and wellness brand dedicated to modernizing recovery through portable, high-intensity vibration technology designed to relieve muscle tension and improve mobility. By combining ergonomic design with powerful percussive therapy, Vibit empowers athletes and everyday individuals to optimize their physical well-being anytime, anywhere.
Role Description
This is a full-time on-site role for an Executive Assistant to the Chief Executive Officer, located in Burleigh Heads, QLD. The Executive Assistant will provide executive-level administrative support to the CEO, manage and maintain calendars, schedule appointments, prepare expense reports, and handle correspondence, invoicing, management of CS team and any other ongoing tasks. Day-to-day tasks will also include organizing meetings, coordinating travel arrangements, and assisting with special projects as needed to support the CEO's professional responsibilities. The role will start with 6 hours per day, 5 days a week and have opportunity for a full time role if successful.
Qualifications
* Experience in Executive Administrative Assistance and providing Executive Support.
* Proficiency in managing Expense Reports and performing Diary Management tasks.
* Strong Administrative Assistance skills, with the ability to maintain organization and prioritize tasks effectively.
* Excellent communication and interpersonal skills.
* Ability to maintain discretion and handle confidential information appropriately.
* Strong organizational skills with attention to detail.
* Proficiency in office software and tools (e.g., Microsoft Office Suite, scheduling software).
* A proactive and adaptable approach to work in a fast-paced environment.
* Protect CEO’s Time: Filter all inbound requests to keep an eye out for those people/places/things that are important and help prioritize them.
* Efficiency in Calendar: Be as efficient as possible. Be clear, and committed, and include context.
* Appreciates the Response: Whether that’s a clear ‘yes’ with the appropriate calendar info for an upcoming meeting or a ‘not at this time’ reply, every email and correspondence should be answered clearly and kindly.
* Read the Play: Be preemptive. Come prepared and aware of all the moving pieces and how to address them ahead of time. Work from the hour, to day, week, month, quarter. Zoom in / Zoom out.
* Prioritize Revenue: Order tasks based on what will generate the biggest outcome to support revenue. Profit solves all problems. Making or saving money is priority.
* Capture Preferences: Questions should only be asked once. Save. Share. Reference for the future.
Key Areas of Responsibilities
Email and Communication Filtering: Regularly check and prioritize incoming communications to ensure the CEO addresses only the most critical items.
Meeting Coordination: Schedule and organize meetings, ensuring they are necessary and productive.
Calendar Management: Maintain a clear and organized calendar, balancing work and personal commitments.
Travel Planning: Arrange all aspects of travel, including itineraries, accommodations, and transportation.
Event Planning: Organize and oversee corporate events, ensuring they align with business goals and the CEO's availability.
Financial Monitoring: Keep an eye on expenses and budgets related to the CEO's activities and office.
Project Tracking: Stay informed about key business projects and deadlines to advise and update the CEO as needed.
Time Management: Continuously look for ways to make the CEO's schedule more efficient.
Networking Coordination: Manage contacts and networking opportunities, aligning them with business priorities.
Personal Appointments: Handle personal appointments to ensure a balanced lifestyle for the CEO.
Confidentiality Management: Safeguard sensitive information, ensuring privacy and security.
Task Prioritization: Regularly assess tasks and priorities to align with the CEO's strategic goals.
Team Communication: Act as a liaison between the CEO and other staff members or departments.
Feedback and Reporting: Gather and relay relevant feedback or reports to the CEO for informed decision-making.
Problem-Solving: Anticipate and address potential issues before they reach the CEO, ensuring smooth operations.
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