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  • Posted: Dec 3, 2020
    Deadline: Not specified
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    Apex Training Institute is the most flexible way to achieve a nationally recognised certificate. We specialise in individual support (aged care, disability support, home & community care), early childhood education and care.
    Read more about this company


    Virtual Secretary


    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


    • 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


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


    • 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

    Method of Application

    Interested and qualified? Go to Apex Training Institute on to apply

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