Work Schedule: 8:30 AM – 5:30 PM AEDT | 5:30 AM – 2:30 PM PHT
Employment Type: Full-time
Ready to do work that actually excites you?
We’re looking for a highly organized and proactive Executive Assistant to support our Director across administrative, communication, and coordination functions. In this role, you’ll manage day-to-day tasks, streamline inbox and scheduling workflows, and ensure priorities are well-organized so nothing falls through the cracks. You’ll act as a key support in coordinating activities across teams, handling communications, and keeping operations running efficiently. Your work will enable the Director to focus on high-impact areas such as engineering, business development, and strategic decision-making rather than administrative tasks.
What You’ll Do
Manages and triages inbox communications, drafts responses from bullet-point instructions, and follows up on outstanding items.
Prepares, formats, and maintains version control of proposals, fee letters, reports, and contracts across Word and PDF.
Coordinates and manages the Director’s calendar, scheduling meetings with clients, consultants, and internal teams across AEST.
Maintains and updates CRM (Asana) and contact trackers, logs follow-ups, and flags inactive or stale relationships.
Prepares meeting agendas, takes clear notes, and distributes action items to keep everyone aligned.
Supports business development administration by keeping records organized and up to date.
Assists with ad hoc tasks including research, data entry, supplier coordination, and light financial administration as needed.
Requirements
What You
Bring
We’re looking for someone who:
Have a minimum of 3 years of Executive Assistant or senior administrative experience, ideally supporting a Director or Principal within professional services.
Demonstrate excellent written English, with the ability to draft correspondence on behalf of the Director.
Possess strong proficiency in MS Office tools including Word, Excel, Outlook, and PDF software.
Be proactive and highly organized, with the ability to manage multiple tasks independently while identifying opportunities to provide additional support.
Have experience in construction, engineering, or consulting industries, which is advantageous but not required.
Benefits
Why
You’ll Love Working Here
HMO, Dental, and Life Insurance for
you and one free dependent from day one (with the option to enroll additional
dependents)
Paid Leaves: Birthday, Vacation,
Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your
anniversary)
Employee Engagement Activities:
Year-End Party, Family Day, Team Building, and more!
Let’s Talk
If you’re thinking, “this
sounds like me,” it probably is. Click apply. We can’t wait to meet you.
