Administration Assistant to the CEO

Job not on LinkedIn

November 21

Apply Now

Receive Emails with Similar Jobs

Staff Domain

WebsiteLinkedInAll Job Openings

Recruitment • HR Tech • B2B

Staff Domain is a company dedicated to helping individuals build fulfilling careers by providing a dynamic and supportive work environment. With offices in various locations including Australia, the United States, the Philippines, and South Africa, Staff Domain focuses on connecting job seekers with opportunities that align with their personal and professional goals.

201 - 500 employees

Founded 2018

🎯 Recruiter

👥 HR Tech

🤝 B2B

📋 Description

• Monitor the CEO’s inbox and company-wide shared mailboxes daily. • Review incoming and outgoing emails, ensuring they are saved to the correct project folder. • Identify emails requiring CEO decision or response: Leave those unread and flag them for CEO review. • Manage and declutter inboxes by removing non-business or subscription content. • Track all scheduled meetings for the CEO (internal and external). • Use AI meeting note-taker to capture summaries. • Conduct fortnightly variation check-ins with each Project Manager and Engineer. • Perform weekly mini-audits within Xero and assist the CEO with POs when required. • Communicate primarily via WhatsApp and email for quick updates. • Prepare end-of-day summaries highlighting key actions completed and outstanding follow-ups.

🎯 Requirements

• Proven experience in executive or administrative support. • Strong written and verbal English communication skills. • Excellent organisational and attention-to-detail skills. • Competence in: Outlook / Microsoft 365 Suite (Word, Excel, PowerPoint) • Xero (raising POs, checking bills, reconciling attachments) • ClickUp (task tracking, Gantt chart use, project visibility) • eWay-CRM (email filing and contact management) • Fireflies (meeting summaries and linking to projects) • Ability to manage multiple communication channels simultaneously. • Strong confidentiality and professional discretion. • Desirable Experience in an engineering, construction, or fire protection business. • Understanding of project documentation (tenders, drawings, scope changes). • Basic familiarity with billable hours tracking and project cost structures.

🏖️ Benefits

• HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents) • Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary) • Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more!