Virtual Assistant (Part-time)

Part-Time Virtual Assistant / Administrative Assistant

Employment Type: Part-time (Approximately 4 hours per day)

Location: Philippines

Start Date: ASAP

About the Role

We are looking for a proactive and highly organized Virtual Assistant to provide administrative and operational support to a small business operating in the Australian NDIS sector.

This role will work closely with the business owner, handling day-to-day administrative tasks, documentation, inbox management, scheduling, and general business organization. The position is primarily focused on backend support, allowing the business owner to focus on client-facing responsibilities and business growth.

The ideal candidate is resourceful, detail-oriented, comfortable working independently, and interested in using AI tools to streamline administrative processes and improve overall efficiency.

Key Responsibilities

• Inbox and Email Management: Monitor and organise emails, draft responses, update email templates, and assist with bulk email communications.

• Administrative Support: Handle general administrative tasks, documentation, paperwork, and day-to-day business support.

• Calendar and Scheduling: Manage appointments, coordinate schedules, and assist with appointment settings.

• Documentation and Templates: Create, update, and maintain reports, templates, onboarding documents, and business records.

• NDIS Administrative Support: Provide backend administrative assistance and maintain information within the client's NDIS-related CRM and systems.

• Billing Administration: Assist with billing documentation and basic reconciliation using Xero.

• Business Organization: Help organize tasks, track milestones, maintain records, and support business development tracking where required.

• AI and Workflow Support: Leverage AI tools to assist with document creation, administrative processes, and improving day-to-day workflows.

• General Business Support: Identify opportunities to improve task organization and administrative efficiency.

Qualifications and Experience

• Previous experience as a Virtual Assistant, Administrative Assistant, Executive Assistant, or in a similar support role.

• Experience supporting business owners, entrepreneurs, or small businesses is highly desirable.

• Strong organizational skills and attention to detail.

• Good written and verbal English communication skills.

• Comfortable managing emails, calendars, documentation, and administrative processes.

• Familiarity with AI tools such as Claude or ChatGPT.

• Basic knowledge of Xero and experience with cloud-based document management tools is an advantage.

• Willingness to learn new platforms and systems, particularly NDIS-related tools.

Technical Skills

Experience with any of the following tools is advantageous:

• Claude or other AI productivity tools

• Microsoft OneDrive

• Xero

• Airtable

• Trello

• NDIS-related CRM platforms

Training will be provided for client-specific systems and tools.

Ideal Candidate

• Highly organized, proactive, and dependable.

• Able to work independently and manage priorities effectively.

• Has a problem-solving mindset and can identify ways to structure and improve tasks.

• Comfortable working in a small, fast-paced start-up environment.

• Resourceful and willing to take initiative without requiring constant supervision.

• Interested in using technology and AI to improve productivity.

Working Arrangements

• Part-time engagement, approximately 4 hours per day.

• Flexible working schedule, subject to alignment with the business owner's requirements.

• Fully remote setup.

• Immediate availability preferred.