Executive/Business Assistant

Unleash Your Talents with Us!

Hi there, our future Executive/Business Assistant! Happy to see YOU here.

Here at Integrated OS, you'll be part of a team of passionate individuals who are committed to delivering exceptional offshoring services. Bringing in an array of skills and talents from different areas of business from Finance, Human Resources, Information Technology, Customer Service, and Marketing to Sales and Operations.

From humble beginnings, we have built our company from our first team member onwards. Initially, we were lending support to an Australian print manufacturer - The Lamson Group.

Since then, we have continued to uphold our core values and culture and developed a deeper understanding of how people need help to succeed in their goals. And YOU might be a part of this amazing growth as our team keeps growing above all expectations!

What you'll do:

In this role, you'll handle a variety of responsibilities, including managing reception tasks like answering phone calls and scheduling appointments through Cliniko. You'll also provide marketing support by creating social media posts, designing Canva posters, conducting research, and assisting with video and photo editing. Additionally, you'll manage the website by updating stock information, staff profiles, and blog posts. Your tasks will include bookkeeping duties, document management, and keeping an organized calendar by scheduling meetings and training sessions while communicating with your team about upcoming tasks. Overall, you'll be providing general administrative and personal assistant support for day-to-day operations.

Key responsibilities for this role include:

Reception and Administrative Support

• Phone and Appointment Management:




• AroFlo: Managing incoming calls, scheduling appointments, tracking job progress, rescheduling tasks, and staff communication. Ensuring staff complete tasks, assigning tasks to appropriate staff members, and scheduling jobs.

• General Administration:

• Microsoft Office (Word, Excel, PowerPoint): Creating and updating documents, spreadsheets, and presentations.


• Xero: Handling bookkeeping tasks such as invoicing, tracking financial records, and managing payments.


• Outlook: Managing emails, updating the calendar, and coordinating communication with both staff and clients.


• Box: Organising and managing shared project files to ensure document accessibility across all teams.

Marketing and Website Management

• Marketing and Social Media:

• Canva: Creating visual content for marketing purposes, such as posters and social media posts.


• Adobe Premiere/Final Cut Pro (optional): Assisting with video and photo editing for promotional materials.


• Hootsuite (or similar tools): Scheduling and managing social media posts across various platforms.

• Website Updates:

• Wix: Regular updates to the website, including stock updates (e.g., Dermalogica skincare), staff profiles, and blog posts.


• WordPress (if applicable): Assisting with blog updates and overall website management.

• Staff Coordination
  • AroFlo: Managing and communicating staff schedules, task assignments, and meeting arrangements. Tracking ongoing projects and staff responsibilities.
  • Outlook/Calendar Management Tools: Keeping everyone informed about tasks, meetings, and training sessions.

Administrative Tasks:

• Guest Communication:

• Respond to guest inquiries promptly.


• Send booking confirmations and check-in instructions.


• Handle special requests and address guest concerns.


• Follow up with guests after their stay for feedback.

• Booking Management:

• Keep track of all reservations across multiple platforms.


• Update availability calendar regularly.


• Coordinate bookings to avoid double bookings or overlaps.


• Handle cancellations and refunds as per the cancellation policy.

• Financial Management:

• Track income from bookings and manage expenses.


• Issue and manage invoices and receipts for guests.


• Calculate and pay applicable taxes.


• Reconcile Airbnb payouts with your bank account.

• Housekeeping Coordination:

• Schedule cleaning services between guest check-outs and new check-ins.


• Monitor inventory of cleaning supplies, toiletries, and essentials.


• Ensure linens, towels, and other items are regularly replenished and replaced.

• Property Maintenance:

• Coordinate routine maintenance such as plumbing, electrical, and HVAC checks.


• Handle emergency repairs when needed.


• Maintain a log of property upkeep and inspections.

• Document Management:

• Keep digital copies of legal documents such as property insurance, guest agreements, and maintenance records.


• Ensure compliance with local short-term rental regulations

• Listing Updates:

• Regularly update Airbnb listings with accurate descriptions, pricing, and amenities.


• Refresh photos and media to keep the listing visually appealing.


• Add seasonal or promotional information (e.g., holiday discounts).

Management Tasks:

• Pricing Strategy:

• Implement dynamic pricing based on seasonality, demand, and competitor analysis.


• Offer discounts for long-term stays or last-minute bookings.


• Adjust cleaning fees or additional charges if needed.

• Guest Experience Enhancement:

• Provide local recommendations and house manuals for guests.


• Offer welcome packages or personalised notes for special occasions.


• Monitor reviews and take steps to improve guest satisfaction.

• Review and Feedback Management:

• Encourage guests to leave reviews after their stay.


• Respond professionally to both positive and negative reviews.


• Use feedback to improve the property and guest experience.

• Compliance and Safety:

• Ensure the property meets local safety regulations (e.g., smoke detectors, fire extinguishers).


• Keep updated on local laws and requirements for short-term rentals.


• Maintain appropriate insurance coverage for the property.

• Marketing and Promotions:

• Use social media and other platforms to promote the Airbnb listing.


• Offer special promotions for off-peak seasons or events.


• Monitor competitor listings for trends and adjust marketing strategies accordingly.

• Inventory and Supplies:

• Keep track of essential items such as toiletries, kitchen supplies, and bedding.


• Restock and replace items as needed to ensure guest comfort.


• Maintain a checklist for inventory management.

• Analytics and Reporting:

• Monitor occupancy rates and guest demographics.


• Track performance metrics like income, guest satisfaction, and repeat bookings.


• Prepare monthly or quarterly reports to assess financial performance and make improvements.

Successful candidates must have:

• Proven track record in an Executive Assistant role or similar administrative position.
• Outstanding organizational and time management skills with the ability to juggle multiple tasks efficiently.
• Strong written and verbal communication abilities.
• Proficiency with productivity tools like Microsoft Office Suite.
• Excellent research and project management capabilities.
• Demonstrates professionalism, confidentiality, and discretion when handling sensitive information.
• High attention to detail with the ability to produce accurate work within set deadlines.