Virtual Assistance / Executive Assistant - fixed hours part-time

Virtual Assistant/Executive Assistant - Administration Support (Remote) Position Description Keystone Inc. | 10 hours per week | 9:00am–11:00am AEST | Mon-Fri Keystone, Inc., is a growing Australian organisation that provides high-quality support services to participants and their families as an accredited disability services provider. We provide mentoring for young people and adults and support daily living skills and independence for people with disabilities. The business commenced operations in May 2025 and is steadily expanding under the leadership of Jeremy, Program Lead & Founder. To support this growth, we are seeking a highly organised and reliable virtual assistant to assist with administrative functions and help streamline Jeremy’s daily workflow. This role will play an important part in helping the founder stay focused on business development and participant growth while ensuring the administrative side of the business runs smoothly. The role is completely remote and requires strong organisational skills, attention to detail, and confidence when using modern digital tools and a strong command of the English language. You'll need to be independent, proactive and not afraid to even be a little pushy as well (where appropriate). We are looking for an honest, trustworthy, and respectful individual who will follow company policy, government health regulations, and compliance because you will be dealing with our participants' private and confidential medical information. Role Overview The Virtual Assistant will work directly with Jeremy and will be responsible for supporting a range of administrative tasks. The role primarily focuses on managing Jeremy's Outlook inbox, calendar and Trello, focusing on administrative workflow, ensuring efficient organisation, tracking, and action of tasks. This is initially a 10-hour-per-week role; however, as Keystone continues to grow, there is strong potential for additional hours to be added as the benefits of the role become clear. Hours of Work Monday – Friday 9:00am – 11:00am (Melbourne / Sydney time – AEST/AEDT) 10 hours per week Monday to Friday Working within these hours is important, as it aligns with Jeremy’s daily workflow and communication schedule. Consistency will be required, with limited disruptions if possible. Flexibility to increase hours occasionally or finish later on some days would be desirable, either as additional hours for the week or more likely, at least initially, to maintain a weekly total balance of 10 hours per week. Key Responsibilities Inbox Management (Primary Focus) • Manage Jeremy’s Microsoft Outlook inbox. • Organise incoming emails and maintain an inbox structure. • Identify and flag priority communications, using tags, folders and labels that are already set up. • Draft responses and follow-up where required. • Ensure important items are tracked and actioned. • Consider opportunities to improve efficiency, using ai, automated rules etc. Trello Board Management (Secondary Focus) • Maintain and update Keystone’s Trello boards. • Track tasks, workflow progress, and priorities. • Ensure information is clear, current, and well organised. • Ensure tasks that haven't been complete by set dates are re-allocated and updated so they aren't left behind. Calendar Management • Manage Jeremy’s calendar and scheduling. • Coordinate meetings and appointments. • Ensure the calendar reflects key priorities and commitments. Document and Agreement Administration • Work with Adobe Acrobat and PDF documents. • Work with Canva to update templates or create new designs as needed. • Maintain organised document folders. Communication & Collaboration Because the role is remote, the successful candidate will regularly use: • Microsoft Teams Teams will be used for daily communication, coordination and meetings. General Administrative Support From time to time, you may assist with other administrative tasks that free up Jeremy's time to focus on business development activities and grow the organisation. Skills & Experience The ideal candidate will have experience supporting busy professionals and managing digital workflows. Strong experience with: • Microsoft Outlook • Trello • Adobe Acrobat / PDF document management • Microsoft Teams • Canva Personal Qualities We are looking for someone who is: • Highly organised and detail-oriented • Proactive and self-managing • Reliable and consistent • Comfortable working remotely • Professional and discreet with sensitive information • Able to bring order and structure to a busy workflow Why This Role Matters This role will directly support the growth of Keystone Inc. by enabling the founder to focus on expanding the business and increasing participant numbers while ensuring key administrative functions are handled efficiently and professionally. Opportunity for Growth The role begins at 10 hours per week; however, as Keystone continues to grow and its impact becomes clear, there is a strong possibility that additional hours will be offered. How to Apply Applications will only be accepted using the Upwork platform. - This means NO email applications, LinkedIn, social media posts and/or messages will be accepted. If this occurs, you will NOT be considered. Interested applicants must use the Upwork platform only. In your application, please include: • A brief introduction about yourself • Your relevant administrative experience • Outline your experience with tools such as Outlook, Trello, and Adobe Acrobat. • Confirmation you are available 9:00am–11:00am Melbourne/Sydney time and have a reliable and secure and fast internet connection. ✅ Remote role ✅ Consistent daily hours ✅ Opportunity to grow with the business See the detailed position description attached.