Executive Assistant (025-1062)

​​Looking for Philippines-based candidates

Job Role : Executive Assistant

Compensation range : $1,000 AUD - $1,500 AUD / Monthly

Engagement type : Independent Contractor Agreement

Work Schedule : This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

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: Our client is a commercial design and construction firm specialising in end-to-end workspace transformations. They deliver tailored fitout solutions across office, retail, and industrial environments, managing projects from concept design through to construction and handover. Their focus is on creating functional, high-quality spaces that align with client brand identity, operational needs, and project timelines.

Role Overview

We're looking for a proactive and highly organised Executive Assistant to support one of the directors with day-to-day administrative and operational tasks. This role is ideal for someone who enjoys keeping things organised, staying one step ahead, and helping a busy team operate efficiently. You'll be responsible for managing schedules, coordinating meetings, handling communications, and supporting project administration while working closely with internal and external stakeholders.

Key Responsibilities

• Manage a busy executive's calendar, schedule meetings, coordinate appointments, and proactively remind the executive of upcoming meetings and commitments throughout the day.

• Monitor and organise emails, draft responses, and follow up on action items.

• Attend meetings when required, take accurate meeting minutes, capture action items, and ensure follow-ups are completed.

• Answer phone calls on behalf of the executive when unavailable and communicate professionally with clients, suppliers, and stakeholders.

• Coordinate travel arrangements, accommodation, and itineraries when required.

• Prepare presentations, reports, correspondence, and other business documents.

• Maintain organised digital files, project documentation, and company records.

• Support project administration by coordinating with clients, suppliers, contractors, and internal team members.

• Assist with invoicing, expense tracking, and general administrative tasks.

• Create marketing materials, presentations, and basic social media assets using Canva.

• Help develop and maintain standard operating procedures (SOPs) and administrative processes.

• Identify opportunities to improve workflows, anticipate executive needs, and take ownership of recurring administrative responsibilities.

Requirements

Required Skills and Qualifications

• At least 3 years of experience as an Executive Assistant supporting Australian business or international clients.

• Experience supporting executives, business owners, or leadership teams.

• Excellent organisational and time management skills with strong attention to detail.

• Strong written and verbal English communication skills.

• Ability to manage multiple priorities and work independently in a remote environment.

• Proficiency with Microsoft Office, Google Workspace, Outlook, and collaboration tools such as Slack or Microsoft Teams.

• Experience with calendar management, inbox management, meeting coordination, and travel bookings.

• Previous marketing experience, with confidence using Canva to create professional presentations, social media content, and marketing materials.

• Comfortable learning and using AI tools such as ChatGPT, Claude, or similar to improve productivity, workflow, and processes.

• Strong problem-solving skills with a proactive and solutions-focused mindset.

• Reliable internet connection and a dedicated home office setup.

• Ability to work confidently with minimal supervision in a fast-paced environment.

Nice to Have

• Experience within the construction, architecture, engineering, or commercial fit-out industry.

• Familiarity with project management tools such as ClickUp, Asana, Monday.com, or Trello.

• Experience creating SOPs and improving administrative workflows.

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”)