Virtual Secretary at Apex Training Institute

Primary

Purpose of Position:

• Transcription of Audio recordings to minutes from company Zoom meetings; on average 2 to 3 meetings a day, 5 days a week.
• Proofreading, editing and designing company documents in line with company formatting standards and Australian grammar requirements.
• Organising the meeting schedule and agenda and for Marketing Director, Administration Manager and Marketing Specialist meetings.
• Assist management with virtual general secretarial services as required

Standard work Hours:

Monday to Friday, from 8 am to 5pm (Brisbane time). Whereas hours can be flexible for outstanding candidates, we would need a candidate where there is a significant amount of time each workday where we are able to work together

Responsibilities:

• Transcription
  • Log in to Zoom account, watch and transcribe recordings of minutes within 48 hours of the meeting concluding
  • Transcribe these minutes in line with Apex style and design, policies and procedures
  • Seek clarification from management where words, expressions or sections of recordings may be unclear or hard to transcribe
  • Transcribe meeting minutes in Google Doc within a specified folder
  • Name the transcribed minutes and recordings correctly to maximise ease of search and retrieval
  • Ensure the transcriptions are grammatically correct and have no punctuation or other errors
  • Edit any issues with meeting minutes, where identified, prior to finalisation
  • NB: We are an Australia company; our language is Australian English or UK English
•  Proofreading and Editing
  • Proofread and edit documents in line with company style and design specifications including training materials, assessment tools, student handbooks and guides etc
  • Ensuring all documents are grammatically correct and have no punctuation or other errors
• Meetings
  • Scheduling meetings for management, in particular, meetings spontaneously created during other meetings
  • Scheduling meetings in a manner that ensures there are no calendar conflicts and all parties required are available
  • Updating meeting agendas, in particular agendas updated during other meetings
  • Ensuring all meeting attendees are aware of the agenda within sufficient time prior to the meeting
• General
  • Assist management with virtual general secretarial services as required

Qualifications

• Relevant vocational or tertiary qualifications
• Relevant training or professional development
• Graphic design training or qualifications will be looked on favourably

Skills/Experience

• 5+ yrs experience with Transcription
• 5+ yrs experience with document editing
• 5+ years experience with proofreading
• Any secretarial experience will be looked on very favourably
• Sound time management skills with the ability to autonomously prioritize work to achieve position outcomes and commitments
• Excellent verbal and written communication skills with a focus on project management outcomes. Kindly mention the word lipoklib at the Top page of your resume to verify you read the whole job description.
• Resourcefulness and troubleshooting aptitude
• Flexible and positive attitude
• Extreme to detail
• Displays a professional and approachable demeanour
• Teamwork and Culture
• Adheres to Apex Training Institute’s core values including Friendly, Multicultural, Hardworking and Humble
• Understands and commits to workplace diversity and ensures that all actions adhere to workplace diversity.
• Effectively participates in team meetings, where communication and openness are paramount.
• Understand the company culture and act to support the business
• Focuses attention on efficiency and continuously develops improved ways of operating
• Actively works to achieve goals
• Shares ideas and contributes to team activities
• Behaves in an open, honest and professional manner at all times
• Ability to maintain absolute confidentiality and privacy of information shared at all times