Looking for Philippines-based candidates
Job Role: Executive Assistant
Compensation range: $1,500 AUD - $2,000 AUD / Monthly
Engagement type: Independent Contractor Agreement
Work Schedule: This role is expected to align with the AU business hours (approx. 8.30 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 Hunt St, 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: The client is a leading regional Australian planning and design consultancy with over 20 years’ experience shaping sustainable, high-value communities. They partner with local and state government, developers, and commercial clients on town planning and development projects, delivering practical solutions with creative expertise. The firm operates from multiple regional offices and is in a growth phase, expanding into new markets.
Role Overview: We are looking for a proactive and highly organized Executive Assistant to support the Director. You will play a key role in optimizing the Director's time and productivity by managing email communications, calendar optimization, client coordination, and work intake processes. This role is critical to ensuring the Director can focus on high-value client relationships, business development, and strategic leadership while you handle the operational execution that keeps the business running smoothly.
Key Responsibilities:
Email and Communication Management
- Manage and triage the Director's inbox daily, categorizing by priority and drafting routine responses
- Flag urgent matters and prepare briefing summaries for complex emails requiring Director input
- Send client status updates based on project management system information
Calendar Optimisation
- Proactively manage calendar, protecting strategic time blocks and optimizing meeting scheduling
- Coordinate meetings across multiple offices and stakeholders with appropriate buffer times
- Prepare briefs with meeting summaries and key decisions needed
Administrative and Work Support
- Process incoming client work requests (internal and external), creating structured records in project management software
- Coordinate work assignment to delivery teams and send client acknowledgments
- Monitor project management software for stalled projects and flag delays to Director
- Handle overflow calls, take detailed messages, and route appropriately
- Maintain stakeholder relationship records and flag when key contacts need outreach
- Prepare reports, presentations, and correspondence with accuracy and professionalism.
- Manage travel logistics for multi-office visits across regional NSW and Victoria
- Prepare correspondence and reports as needed
- Maintain confidentiality of sensitive business and client information
- Support special projects and assist in research and data gathering as needed.
- Maintain confidential information with discretion.
Requirements
- Proven experience as an Executive Assistant or similar role supporting a senior leader in a professional services, consulting, or client-facing business.
- Exceptional organizational, time management, and multitasking skills with demonstrated ability to work autonomously.
- Strong written and verbal communication skills with ability to draft professional client communications.
- High attention to detail and ability to manage multiple competing priorities simultaneously
- Proficiency in Microsoft Office Suite and collaboration tools.
- Ability to work independently, anticipate needs, and solve problems proactively without constant supervision.
- Experience with project management or CRM systems (Monday.com, Asana, or similar highly desirable)
- Comfortable working across Australian business culture and professional services client expectations
Success in This Role Looks Like:
- Efficient email and communication management that enables the Director to focus on high-value work and key client relationship
- Well-organised calendar with protected time for strategic priorities and appropriate meeting preparation
- Systematic tracking of requests and project status, ensuring nothing falls through the cracks
- Proactive identification of conflicts, delays, and opportunities requiring attention
- Seamless coordination across offices and stakeholders with minimal Director involvement
- Strong judgment in handling routine matters independently while escalating appropriately
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”)
- Participate in daily 15-minute check-in calls during first month, transitioning to weekly check-ins once established
- Demonstrate reliable communication and responsiveness during agreed working hours
- Maintain strict confidentiality regarding client information, business strategy, and personnel matters
