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
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Inbox and Email Management: Monitor and organise emails, draft responses, update email templates, and assist with bulk email communications.
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Administrative Support: Handle general administrative tasks, documentation, paperwork, and day-to-day business support.
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Calendar and Scheduling: Manage appointments, coordinate schedules, and assist with appointment settings.
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Documentation and Templates: Create, update, and maintain reports, templates, onboarding documents, and business records.
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NDIS Administrative Support: Provide backend administrative assistance and maintain information within the client's NDIS-related CRM and systems.
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Billing Administration: Assist with billing documentation and basic reconciliation using Xero.
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Business Organization: Help organize tasks, track milestones, maintain records, and support business development tracking where required.
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AI and Workflow Support: Leverage AI tools to assist with document creation, administrative processes, and improving day-to-day workflows.
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General Business Support: Identify opportunities to improve task organization and administrative efficiency.
Qualifications and Experience
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Previous experience as a Virtual Assistant, Administrative Assistant, Executive Assistant, or in a similar support role.
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Experience supporting business owners, entrepreneurs, or small businesses is highly desirable.
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Strong organizational skills and attention to detail.
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Good written and verbal English communication skills.
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Comfortable managing emails, calendars, documentation, and administrative processes.
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Familiarity with AI tools such as Claude or ChatGPT.
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Basic knowledge of Xero and experience with cloud-based document management tools is an advantage.
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Willingness to learn new platforms and systems, particularly NDIS-related tools.
Technical Skills
Experience with any of the following tools is advantageous:
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Claude or other AI productivity tools
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Microsoft OneDrive
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Xero
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Airtable
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Trello
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NDIS-related CRM platforms
Training will be provided for client-specific systems and tools.
Ideal Candidate
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Highly organized, proactive, and dependable.
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Able to work independently and manage priorities effectively.
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Has a problem-solving mindset and can identify ways to structure and improve tasks.
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Comfortable working in a small, fast-paced start-up environment.
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Resourceful and willing to take initiative without requiring constant supervision.
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Interested in using technology and AI to improve productivity.
Working Arrangements
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Part-time engagement, approximately 4 hours per day.
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Flexible working schedule, subject to alignment with the business owner's requirements.
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Fully remote setup.
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Immediate availability preferred.
Originally posted on Himalayas
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