AU Executive Assistant / Personal Assistant - AI Proficiency (018-718)

​​ Looking for Philippines-based candidates

Job Role: Executive Assistant / Personal Assistant

Compensation range: $1,600 AUD - $2,000 AUD / Monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is fully flexible across Sydney, USA, and France time zones. While there is no fixed 9am–5pm structure, the expectation is availability and coverage across a 7am–7pm window, with the contractor managing their own time within that period to ensure all business and personal support needs are met across overlapping time zones.

Who We Are: At the company, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: A privately held investment firm focused on managing and growing a diversified portfolio across media, technology, property, and venture capital investments in Australia and Europe.

Role Overview: We are seeking a highly experienced Executive Assistant / Personal Assistant to support a Sydney-based principal managing international investments, stakeholders, and personal responsibilities across multiple time zones (Australia, USA, and France).

This is a senior EA/PA role requiring exceptional organisational ability, financial administration skills, and proactive systems thinking. The successful candidate will manage complex scheduling across global time zones, oversee communications, and support both business and personal coordination tasks.

A strong emphasis is placed on accuracy, initiative, written communication, and the ability to build systems that reduce operational friction.

Key Responsibilities

Executive Support

• Manage complex diary across Australia, USA, and Europe time zones

• Coordinate meetings, run sheets, and daily scheduling adjustments

• Monitor inbox and draft professional communications

Financial & Administrative Support

• Manage Xero bookkeeping for both personal and business accounts

• Track expenses, invoices, and financial documentation

• Support reconciliation and financial organisation

Travel & Logistics

• Coordinate international travel, accommodation, and itineraries

• Manage changes across time zones and last-minute adjustments

Stakeholder Management

• Liaise with investors, partners, clients, and internal teams

• Ensure clear, timely, and professional communication

Personal & Operational Support

• Support personal scheduling and family-related coordination

• Maintain visibility of recurring tasks and commitments

Systems & Efficiency

• Use AI and automation tools to improve workflows, productivity, and information management

• Identify repetitive or manual processes and recommend opportunities for automation

• Build, configure, or maintain practical AI-powered workflows and productivity systems

• Use AI tools such as ChatGPT, Claude, Gemini, or similar platforms for research, analysis, communication, and workflow optimisation

• Troubleshoot operational and systems-related problems and develop practical solutions

• Build and maintain simple systems that reduce recurring issues and operational friction

• Anticipate needs and proactively identify ways to improve how the principal works

Requirements

• 5+ years’ experience as a high-level EA / Executive Assistant

• Strong experience with Xero and financial administration

• Excellent written English and professional communication skills

• Proven ability managing multi-timezone calendars (AU/US/EU)

• High attention to detail and structured thinking

• Experience supporting senior executives or founders

• Strong proficiency in Microsoft Office and productivity tools

• Demonstrated hands-on experience using AI and automation to improve business workflows and productivity

• Ability to independently research, assess, and implement practical technology solutions to operational problems

• Experience with automation platforms, integrations, AI agents, workflow tools, or systems optimisation is highly desirable

• Comfortable using AI tools to enhance efficiency

• Highly discreet, reliable, and proactive

Work Arrangement & Expectations

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work

• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)