Executive Assistant

Are you an organizational powerhouse with a knack for numbers? We're looking for an Executive Assistant who can keep operations smooth and support basic finance tasks with precision!

About Optizon

Optizon is a thriving e-commerce company behind multiple successful brands sold on Amazon.com. Through our consultancy services, we also support other e-commerce companies build their brands on the platform by leveraging on our experience and expertise. Our vision of providing our customers with a 6-star experience delivered through best-of-breed systems, data and AI-powered innovation propels us forward and is at the heart of how we conduct our business. We are headquartered in Melbourne, Australia, but have a remote dynamic team spread across different regions in the world.

Role Overview

We are seeking a highly skilled and proactive Executive Assistant to provide dedicated support to the CEO of our Amazon FBA brands company (Optizon) and ecommerce agency (Big River Digital). You will play a crucial role optimising executive productivity, calendaring, communication, research, and ensuring the progress of strategic objectives aimed at accelerating the growth of the business. A key aspect of this role involves managing payment disbursements. Therefore, we are also looking for someone with proven experience in handling basic finance-related transactions such as processing invoices, managing vendor payments, and maintaining financial records.

Key Responsibilities

Executive Support:

• Manage complex national and international travel arrangements and itineraries

• Own the executive's calendars; efficiently schedule meetings, conferences, interviews, and other appointments
• Prepare customised materials, presentations, correspondence, and spreadsheets for the executive and team members when required
• Serve as a channel between executive and internal cross-functional departments/external partners by fielding requests, fostering alignment on priorities, and resolving conflicts

Operations Support:

• Provide general operational and administrative assistance on a day-to-day basis
• Organise and take notes on meetings; document important action items and decisions and communicate follow ups across leadership and functional teams
• Conduct relevant research to extract insights and data to serve as reference or decision points for business strategies and new initiatives
• Help track progress across multiple strategic projects and growth goals through project management principles
• Handle sensitive information with utmost discretion in the course of executing tasks for the executive and other stakeholders

Payment Disbursement & Basic Financial Administration:

• Manage and process vendor and contractor payments promptly, ensuring full compliance with internal financial controls and payment schedules
• Verify accuracy of payment details, including banking information, amounts, terms, and contract agreements, before processing disbursements
• Maintain and update accurate records of all disbursements, expenses, and financial transactions, ensuring documentation is organized for auditing and reporting purposes.
• Reconcile accounts and payment logs regularly, working closely with the finance team to resolve discrepancies swiftly and maintain financial accuracy.
• Monitor and track payment due dates to avoid delays and penalties, proactively communicating with vendors and internal teams about payment statuses.
• Coordinate with the finance and accounting teams to ensure accurate cash flow management, forecast upcoming payment needs, and manage funding allocations.
• Assist with invoice verification and approvals, ensuring alignment with contracts, purchase orders, and delivery confirmations.
• Follow up diligently on outstanding invoices and pending approvals, maintaining strong relationships with vendors and internal stakeholders to expedite resolutions.
• Generate periodic payment summaries and executive-level financial reports, providing insights on spending trends, outstanding liabilities, and cash flow impacts.
• Support audit preparation by ensuring proper recordkeeping and timely submission of payment records and reconciliations.
• Identify and recommend process improvements in payment workflows to increase efficiency, reduce errors, and enhance vendor satisfaction.
• Ensure compliance with relevant tax regulations and international payment requirements, especially for cross-border disbursements.
  

Qualifications & Requirements

• 3+ years experience supporting C-level leaders
• Excellent written and verbal English skills
• Attention to detail and process orientation
• Resourceful problem-solving abilities
• Proficiency in full MS Office suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace (Google Docs, Google Sheets, Google Slides)
• Some familiarity with e-commerce concepts and foundational finance and accounting principles 
• Bachelor’s degree preferred
• Available to work full-time under Australian (Melbourne) business hours of 9am to 5pm

Attributes:

• Proactive self-starter work ethic; able to work autonomously with little oversight
• Exceptional time management and organisational skills
• Great judgment to make important business calls on executive's behalf
• Unwavering integrity, work ethic and discretion

Monthly base offer of US$600-800, based on level of experience.

Interested to apply?

Access the link to route your application: https://apply.workable.com/j/BA2F723EC0

We will only be processing applications submitted through the provided.