Executive Assistant to the CEO (Virtual)

Position: Executive Assistant (Virtual)
Reports to: CEO
Location: Remote (Australian hours, 9 AM to 5 PM AEST)
Hours Part time to full time for the right applicant

About Us:

Butterfly Media is revolutionising social media by transforming organic content into powerful sales tools. We specialise in leveraging educational stories and insights from founders and business owners to position our clients as market leaders.

As an organic lead generation agency, we promise our clients tangible results within 90 days. We are growing rapidly and looking for numerous social media managers to join our team.

About the Role:
We seek a highly organised and detail-oriented Executive Assistant to support our CEO.

The ideal candidate will excel in managing calendars and email, document creation, and time management for the CEO + Founder. You will handle the CEO’s calendar, ensuring accuracy and preparedness for all meetings, including staff, client, sales and ad hoc meetings.

Key Responsibilities:
Calendar Management: Oversee and maintain the CEO’s calendar, ensuring accurate scheduling and ample preparation time between meetings.

Meeting Preparation: Provide all necessary documents and materials for various types of meetings, such as agendas, client information, and presentation materials.

Recruitment Support: Assist in organising and managing recruitment processes

Document Creation and Auditing: Create, audit, and manage various documents, ensuring accuracy and completeness.

Email Management: Handle and filter the CEO’s email, prioritising important messages and redirecting non-essential emails to the CRM team.

Travel Coordination: Organise travel plans, liaise with travel agencies, and manage travel-related logistics.

Interview Coordination: Schedule and organise interviews, ensuring timely communication and preparation.

Daily Reporting: Provide end-of-day reports to the CEO, summarising key tasks, messages, and updates.

CRM Liaison: Communicate with CRM teaUpgrade to see actual infombers to ensure tasks and projects remain on track.

Project Management: Assist with managing various projects and programs, particularly using GoHighLevel, Google Workspace, and other relevant tools.

Qualifications:
Proven experience as an Executive Assistant or in a similar role.
Proficiency with GoHighLevel, Google Workspace, Buffer and other relevant software.
Exceptional organisational and multitasking skills.
Strong attention to detail and ability to work under pressure.
Excellent written and verbal communication skills.
Typing speed of at least 50 words per minute with high accuracy.
Ability to work Australian hours (9 AM to 5 PM AEST).
Experience in managing travel logistics and coordinating with external agencies.
Reliable internet connection and a dedicated home office setup.


Preferred Attributes:
Ability to anticipate the CEO’s needs and act proactively.
Strong problem-solving skills and a resourceful mindset.
Ability to maintain confidentiality and exercise discretion.

How to Apply:
If you are a highly organised individual with a knack for detail and experience in supporting executive-level personnel, we invite you to apply. Please submit your resume and a cover letter detailing your relevant experience and why you would be an excellent fit for this role.

Please also supply three references we can contact via phone or email.