Virtual Assistant - Executive Support (Remote)

Company Overview

BEAM Automation is a Melbourne-based CRM and customer experience automation business helping established Australian businesses generate more repeat customers and revenue. Through its Customers on Repeat Engine, BEAM supports customer retention, database activation and ongoing client growth with practical systems and automation.

About the Role

BEAM Automation is looking for an organised and reliable Virtual Assistant - Executive Support to support the Managing Director with day-to-day email and calendar management, meeting coordination, files, reminders and follow-ups.

The primary focus is helping Craig manage his time effectively and ensuring agreed actions are followed up with the team and clients. Basic CRM or project-management system updates may occasionally be required, but these are not a core part of the role and training can be provided where needed.

This role is being recruited by Clarke Point(www.clarkepoint.com), a premier Singapore-based agency dedicated to delivering global recruitment and staffing solutions, and is for a long-term, full-time Independent Contractor.

What You'll Be Doing

• Manage and monitor Craig's inbox and calendar
• Organise, reschedule and cancel client and prospect meetings as required
• Triage emails, enquiries and client correspondence and identify what needs Craig's attention
• Chase outstanding files, information, reminders and agreed actions with clients and team members
• Send requested files and keep Google Drive folders and client documentation organised
• Capture meeting follow-ups and chase the team for completion so Craig is not the follow-up desk
• Handle routine client requests and inbound enquiries using available information when required
• Complete basic HubSpot and GoHighLevel updates, notes and reminders when required
• Conduct basic quality checks of client-facing emails, files and materials when required
• Make simple ClickUp or project-management task updates when required

What We're Looking For

Essential

• Experience working as an Independent Contractor for an Australian, American or similar client
• 1-2 years of relevant experience in virtual assistance, administration or executive support
• Excellent written English
• Strong organisational skills and attention to detail
• Comfortable managing email triage and calendars for an executive
• Working knowledge of Google Workspace, including Gmail, Calendar and Drive
• Comfortable communicating with clients and team members on video calls
• Highly responsive during working hours, including timely responses to Craig's requests and prompt task action
• Able to keep track of multiple reminders, files and outstanding actions
• Reliable remote work setup and availability during Melbourne business hours

Nice to have

• Basic CRM knowledge or ability to learn CRM systems quickly
• HubSpot and/or GoHighLevel experience
• Familiarity with ClickUp or similar task-management tools for simple updates
• Design background or a strong visual quality-control eye
• Experience supporting a sales-led or agency business
• Marketing skills or experience
• Familiarity with Mac Keynote, Numbers and Pages
• Familiarity with WhatsApp or Slack
• Adobe Suite knowledge

Remote Work Setup Requirements

To ensure a smooth and professional remote working experience, candidates must have the following:

• A reliable computer or laptop
• Stable internet connection
• Quiet, dedicated home workspace suitable for remote work

Ideal Personality Attributes for Success

• Organised – keeps emails, meetings, files and reminders structured and easy to manage
• Reliable – follows through on agreed tasks and commitments without needing repeated reminders
• Responsive – provides timely updates and responds promptly to Craig, clients and the team
• Detail-oriented – notices missing information, outstanding actions and errors before they become issues
• Proactive – chases routine follow-ups and keeps day-to-day administration moving

Compensation Package

• ₱55,000 to ₱70,000 per month (depending on experience)
• Long-term, full-time Independent Contractor role
• Philippines public holidays
• 12 days vacation leave per year
• 6 days sick leave per year
• ₱2,500 monthly health insurance allowance
• Fully remote, Monday to Friday, aligned with Australian business hours (with flexibility)

BEAM Automation is based in Melbourne, Australia, thus the work hours will follow Melbourne time (8:30am-5:30pm) with some flexibility.

Pre-engagement Requirements

• Character References
• NBI Clearance (Most Recent)
• Bachelor’s Degree Diploma
• Two Valid Government-issued IDs
• Picture of Your Work Environment
• Hardware Specifications

How to Apply

For your application to be considered, please submit the following:

• Your resume.
• A cover letter (maximum of one page) explaining your experience working for international companies (e.g. as a full-time independent contractor or in a remote role) and why you are suitable for this role. Include an overview of how your experience aligns with what we are looking for. At the top of the cover letter, address it to "ATTENTION: CLARKE" in capital letters.
• Please submit your application only through this JobStreet advertisement. To ensure a fair recruitment process, candidates who contact the client company or Clarke Point directly regarding this role will have their application disqualified.