Executive Assistant

We are looking for a reliable, proactive, and highly organized Executive Assistant to provide dedicated administrative support to the general manager and the team. The core of this role involves overseeing day-to-day administrative operations with a primary emphasis on sales support, customer service, order processing, and production coordination. The successful candidate will be responsible for managing jobs end-to-end—tracking workflows and following up on outstanding items from initial inquiry through to final delivery—while upholding the company’s reputation for personalized, high-touch client care. Suited for an independent problem-solver who excels at managing competing priorities, this position serves as a trusted, remote extension of the Australian-based business.

• Provide direct administrative support to the General Manager across day -to -day business activities.
• Prepare documents, spreadsheets, reports and presentations.
• Assist with data entry, maintaining records and updating internal systems.
• Monitor outstanding tasks and proactively follow up to ensure things are completed.
• Assist with documenting, developing , and maintaining internal procedures and processes.
• Provide general administrative support across the wider business as required.

• Assist with preparing and processing customer quotes, orders , and sales documentation.
• Enter and maintain customer and order information within internal systems.
• Assist with following up customer enquiries, outstanding quotes , and pending orders.
• Prepare customer correspondence, order confirmations , and general communications.
• Coordinate information between customers, the sales team , and other departments.
• Assist with maintaining customer records, pricing information , and product databases.
• Help ensure customer requests and sales opportunities are followed through in a timely manner.

• Provide administrative support throughout the production and fulfilment process.
• Assist with creating and processing purchase orders for suppliers and decorators.
• Liaise with suppliers and external decorators via email to obtain updates and information.
• Liaise between our customers and our Production Manager to follow up outstanding jobs and deadlines.
• Assist with tracking urgent orders from initial placement through to completion and dispatch.Help coordinate stock availability, product 
• information and delivery requirements.
• Identify delays, outstanding information , or potential issues and bring these to the attention of the relevant team members.
• Maintain accurate job records and ensure information is updated across internal systems.

• Assist with general business projects and ad hoc administrative tasks.
• Prepare regular reports and spreadsheets to assist with business operations.
• Help maintain accurate customer, supplier, product , and inventory information.
• Assist with online store administration, including product information, pricing and order processing.
• Support website and digital administration tasks where required.
• Identify opportunities to improve administrative processes and efficiencies.

• Assist with preparing basic product mock -ups and merchandise visuals for customer presentations and approvals.
• Use Adobe Illustrator to make basic amendments to existing artwork, including resizing logos, adjusting layouts , and preparing files for production.
• Assist with preparing and organising artwork files for embroidery, screen printing, heat transfers and other decoration methods.
• Make minor artwork adjustments and revisions based on customer or internal feedback.
• Assist with preparing visual proofs and mock -ups for customer approval.

• Previous experience in a Virtual Assistant, Executive Assistant, Administration or Customer Service role.
• Basic working knowledge of Adobe Illustrator, with the ability to make simple artwork amendments, prepare logos and assist with basic product mock -ups.
• An understanding of artwork preparation for garment decoration and merchandise production would be highly regarded.
• Experience supporting an Australian-based business.
• Experience working with sales, order processing or production administration.
• Familiarity with inventory management, CRM or ERP systems.
• Experience coordinating with suppliers, manufacturers , or external service providers.
• Excellent written and verbal English communication skills.
• Strong organisational skills and attention to detail.
• Confident using Microsoft Office, particularly Outlook, Excel and Word.
• Comfortable working across multiple software platforms and learning new systems.
• Ability to manage multiple tasks, prioritise workloads and meet deadlines.
• Strong problem solving skills and the ability to work independently without constant supervision.
• Proactive approach to work, with the confidence to follow up outstanding tasks and communicate when something needs attention.
• Professional and friendly communication style when dealing with customers, suppliers and internal team members.
• High level of reliability, accountability and confidentiality.

At Clark Outsourcing, we’re redefining what it means to work in a BPO. This isn’t your regular office setup - it’s where careers flourish, friendships grow, and fun is always part of the deal. Our culture is unmatched (seriously, our team swears by it), and we promise you’ll have to experience it yourself to believe it.

Here’s what’s in store for you:

At CO, it’s not just about work - it's about loving where you work. Ready to experience the best workplace ever? We can’t wait to welcome you to the team!