Virtual Assistant / Executive Assistant – Operations & Administration

Virtual Assistant / Executive Assistant – Operations & Administration

Golden Triangle Landscaping is seeking a reliable, organised and proactive Virtual Assistant / Executive Assistant to support our daily business operations, administration and CEO.

This is a client-facing and executive support role, so applicants must have highly fluent, professional written and spoken English. You must be confident speaking with Australian clients over the phone, communicating clearly with our team, managing schedules and appointments, and handling day-to-day tasks independently.

Key Responsibilities

• Respond to client enquiries via email , text and phone
• Make and receive client phone calls professionally
• Schedule jobs, site inspections and recurring maintenance services
• Update our CRM, client records and job information
• Prepare and follow up quotes, invoices and service agreements
• Coordinate staff schedules and prepare daily job briefs
• Manage email s, calendars and general administration
• Follow up outstanding client approvals and payments
• Enter receipts, expenses and supplier information
• Assist with recruitment, onboarding and staff documentation
• Create basic reports, checklists and operating procedures
• Executive Assistant / Director Support
• Manage the CEO's daily calendar, schedule and appointments
• Organise meetings, site visits, calls and reminders
• Prioritise and coordinate day-to-day tasks and commitments
• Maintain an organised daily and weekly schedule
• Assist with inbox and communication management
• Prepare meeting notes, action items and follow-up tasks
• Track deadlines, outstanding actions and important commitments
• Coordinate appointments with clients, suppliers, staff and contractors
• Assist with travel bookings, reservations and general scheduling where required
• Help prioritise workload and ensure important tasks are completed on time
• Provide proactive administrative support to reduce the Director’s day-to-day workload
• Handle confidential business and operational information professionally

The Ideal Applicant

• Highly fluent written and spoken English is essential
• Clear, confident and professional telephone communication
• Strong attention to detail and excellent organisation
• Strong calendar, scheduling and time-management skills
• Excellent client communication and customer service skills
• Previous experience as a Virtual Assistant, Executive Assistant, Personal Assistant or Operations Administrator
• Confidence using Google Workspace, spreadsheets, calendars and ---------- CRM systems
• Ability to work independently, use initiative and prioritise tasks without constant supervision
• Ability to manage multiple priorities and meet deadlines
• Reliable internet connection and a professional, quiet home workspace
• Previous experience supporting a CEO, Director, business owner, construction, landscaping, trade or service-based business is preferred
• A practical understanding of construction terminology, quoting, scheduling, materials and job coordination will be highly regarded

Hours

• 30–40 hours per week, with the opportunity to increase based on performance and business requirements.

How to Apply
Please apply with:

• A short voice recording introducing yourself and describing your previous experience
• Your weekly availability
• Your expected hourly rate
• Examples of similar Virtual Assistant or Executive Assistant work completed
• The voice recording forms part of our application process as clear, fluent spoken English is essential for this client-facing and executive support position.

Suggested Skills
Virtual Assistance, Executive Assistance, Personal Assistance, Business Administration, Operations Support, Calendar Management, Appointment Scheduling, Customer Service, Phone Communication, Email Management, CRM Management, Data Entry, Google Workspace, Microsoft Excel and Professional English Communication.