Executive assistant

Executive Assistant / Virtual Operations Partner

Location

Remote – South Africa

Reporting To

Business Owner – iTow Towing QLD

Employment Type

Remote / Virtual Engagement
(Hours aligned to Queensland, Australia)

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Position Overview

The Executive Assistant / Virtual Operations Partner provides high‑level administrative, operational, and personal assistance to the Business Owner of iTow Towing QLD, a fast‑paced towing, trucking, and recycling business operating across Queensland.

This is a high‑trust, evolving role requiring strong organisational skills, discretion, professionalism, and the ability to build structure in a dynamic environment. The position will be demanding initially, and will develop over time as the successful candidate gains a deep understanding of the business owner’s priorities, communication style, and operational requirements.

The role is central to maintaining efficiency, clarity, and structure across the business.

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Key Responsibilities

Executive & Administrative Support

• Provide day‑to‑day executive support to the Business Owner

• Act as a central point of coordination for priorities, follow‑ups, and deadlines

• Assist the Business Owner in staying organised and focused throughout the workday

• Maintain confidentiality and exercise sound judgement at all times

Email & Communication Management

• Monitor, triage, and respond to emails on behalf of the Business Owner

• Draft and manage professional correspondence with:

  • Insurance companies

  • Trade customers

  • Members of the general public

• Ensure communication reflects the required tone, wording, and professionalism of the business

Calendar, Task & Priority Management

• Manage work and limited personal calendars

• Schedule meetings, calls, reminders, travels and family or personal commitments where required

• Track tasks, follow‑ups, and time‑sensitive matters

• Proactively identify conflicts or priority risks

Finance & Business Administration

• Use (or quickly learn to use) Xero

• Assist with invoicing, expense tracking, and reconciliations

• Follow and apply strict internal invoicing methods and financial processes

• Support accurate and compliant business administration

Dispatch & Operational Systems

• Utilise prior experience with any dispatch or scheduling system

• Learn and support administration within the company’s current dispatch system: MyTrucking we are looking to change to another software called Linc soft in the July financial year

• Assist with dispatch‑related records, reporting, and workflow support

Systems, SOPs & Structure

• Assist in developing, documenting, and maintaining:

  • Standard Operating Procedures (SOPs)

  • Workflows and repeatable processes

  • Correct administrative structure and methods

• Ensure processes are followed consistently and correctly

• Assist in refining and developing the role over time to maximise efficiency and clarity

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Key Relationships

• Business Owner

• Internal operational staff (as required)

• External stakeholders including insurers, trade customers, and service providers

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Required Skills & Experience

• Proven experience supporting a busy executive or business owner

• Strong organisational and time‑management skills

• Excellent written communication skills

• Experience with administration and finance support

• Experience using Xero (preferred) or demonstrated ability to learn quickly

• Prior experience with dispatch or scheduling systems (essential)

• High attention to detail and commitment to accuracy

• Ability to work independently and proactively in a remote environment

• Comfortable working in an evolving role with changing priorities

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Personal Attributes

• Highly organised and methodical

• Calm under pressure

• Professional and discreet

• Systems‑orientated and process‑driven

• Adaptable and open to feedback

• Trustworthy and reliable

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Role Development

This position will develop over time. The Business Owner will work closely with the successful candidate to shape the role into a highly effective, structured, and sustainable position aligned with the business’s operational needs and growth