Virtual Assistant / Group Administration Coordinator
About the client
Full-time, permanent Ojas Group is a Melbourne-based group with three businesses in electrical cable and renewable energy:
• Cable Australia – supplies electrical cables for infrastructure, utilities, mining and renewable projects, with warehouses in Brisbane and Melbourne
• CabLab – NATA-accredited cable testing laboratory
• ElecSome – solar panel recycling
This role is part of the group's current India team and supports group management and all three companies.
About the role :
Provide high-quality administrative and executive support to group management and the three operating companies, improving organisation, responsiveness, documentation and follow-through. Key responsibilities • Manage calendars, meetings, reminders and action lists.
• Prepare meeting agendas, take minutes and keep action registers current.
• Follow up actions with internal staff, customers, suppliers and external stakeholders.
• Prepare and format letters, reports, presentations, spreadsheets and business documents. • Maintain digital folders, document registers and naming conventions.
• Update CRM records, contact databases and business development administration. • Monitor shared inboxes and route or draft responses to agreed procedures.
• Support tender, prequalification, compliance and customer onboarding documentation. • Maintain registers for contracts, insurance, licences and certifications.
• Assist with marketing administration, LinkedIn and company updates, and event coordination. • Coordinate recurring reports from finance, sales, procurement and operations.




• Assist with travel planning and itineraries when required.
• Keep commercial, financial and customer information strictly confidential. How success is measured • Tasks and follow-ups completed on time.
• Accurate, well-organised documentation and current action registers.
• Fast response to internal requests.
• High standard of written communication and confidentiality.
What we are looking for
• 3+ years as a senior virtual assistant, executive assistant or administration coordinator. • Excellent written and spoken English.
• Strong Microsoft 365 skills: Outlook, Teams, Word, Excel, PowerPoint, SharePoint/OneDrive. • High attention to detail, organisation and discretion.
• Comfortable supporting several managers and companies and switching priorities. • Willing to work Australian business hours (early-morning IST shift).
Good to have
• Experience supporting Australian businesses or executives.
• CRM experience; Odoo preferred.
• Experience with tenders, prequalification or compliance documentation. Ways of working
• You work in Ojas Group's own systems (Microsoft 365, Teams, Outlook, SharePoint/OneDrive and the group CRM) as part of their team.
• Structured onboarding: shadowing the Australian team on live work, then taking over step by step. • Day-to-day support, HR and people management from ScaleAX in India.

. Skillset Required: Executive Assistance, Calendar & Meeting Management, Microsoft 365, Documentation, CRM Management, Stakeholder Coordination, Business Administration, Tender & Compliance Support, Reporting, and Excellent Communication Skills.

📌 Virtual Assistant / Group Administration Coordinator (Gandhinagar)
🏢 Scaleax Advisory
📍 Gandhinagar