We are seeking a highly capable Executive Virtual Assistant who goes beyond basic admin support and takes ownership of building structured, scalable systems across the business.This role is ideal for someone who thrives on organisation, process improvement, and operational efficiency. You will work closely with the Principal to streamline workflows, manage daily operations, and create systems that support long-term business growth.Experience with ServiceM8 is a strong advantage; however, we are happy to provide training for the right candidate. What is essential is a highly process-driven mindset and the ability to build and improve systems over time.Core ResponsibilitiesProcess Engineering & SOP DevelopmentReview current workflows and develop and establish clear, structured Standard Operating Procedures (SOPs) to create a scalable “Company Playbook”.ServiceM8 Job Management (Training Provided)Manage the full job lifecycle including:Scheduling and dispatching techniciansUpdating and tracking job statusesManaging automated follow-upsPreparing and coordinating jobs from start to completionAssisting with basic quoting using templates for specific jobsOrdering and coordinating required materialsManaging job scheduling to ensure timely completionExecutive Inbox & Calendar ManagementTake ownership of the Principal’s inbox and calendar by:Prioritising key communicationsManaging scheduling and resolving conflictsActing as a gatekeeper to protect time and focusSystems Implementation & AutomationAssist in establishing and managing systems such as:JotForm for team processesQuarterly performance review trackingIdentifying simple automation opportunitiesContinuously improving workflows and efficienciesData & File System OrganisationMaintain structured and efficient digital filing systems (Google Drive / Dropbox), ensuring all documents are easy to locate and consistently organised.Project Coordination & Internal CommunicationCoordinate internal projects and communicate with the team via VOIP calls, ensuring tasks are completed and deadlines are met. Client communication will be email-based only.Ideal Candidate AttributesHighly process-driven and structured in their approachStrong systems thinker who looks for efficiencies and automationObsessive organiser who enjoys clean systems and clarityConfident communicator with the ability to engage with internal teamsProactive, reliable, and solution-focusedTechnical Skills & RequirementsAdvanced proficiency in Google Workspace or Microsoft 365Minimum 3+ years of experience in a Virtual Assistant, Executive Assistant, or Operations roleExperience with ServiceM8 is an advantage (training provided if required)Familiarity with tools such as JotForm, CRM systems, or workflow platformsStrong written and spoken English communication skillsProven ability to identify, improve, and streamline processes or systems within a businessExperience in developing and documenting SOPs (Standard Operating Procedures) to enhance efficiency and consistencyStrong understanding of operations and workflow managementExperience working with service-based or construction companies is preferred, but not requiredAbility to work AEST business hours (8:00 AM – 4:00 PM)Reliable high-speed internet and a professional home office setupSummaryThis is a high-impact operational role, not a standard VA position.The successful candidate will play a key role in building systems, improving efficiency, and supporting business growth, becoming a true extension of the leadership team.

Operations-Focused Executive Virtual Assistant

Emma

Requirements and responsibilities

Skills wanted:

Language(s) required:

About Outsourced Staff:

www.outsourcedstaff.com.au/

Admin access needed

Payment confirmed

A member of the Torre team will contact you shortly