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 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: We are a multidisciplinary design and construction collective focused on delivering thoughtful, functional, and enduring built environments. The group operates through three specialized divisions, each addressing distinct sectors of the construction and development landscape.
Across all divisions, we maintain a unified commitment to clarity in process, quality in execution, and adaptability in design. Its collaborative structure allows knowledge-sharing between teams, enabling efficient delivery across residential, commercial, and development projects.
Role Overview: Working as part of a small and busy team, the Executive Assistant is responsible for providing high-level administrative, organizational, and operational support to the Director of the company.
The Executive Assistant acts as the right hand to the Director ensuring the Director’s time, communications, and commitments are managed efficiently. The role combines confidential executive support with broader business administration — coordinating diaries, correspondence, documents, meetings, travel, and stakeholder engagement across multiple entities. The Executive Assistant enables the Director to focus on strategic leadership by anticipating needs, removing administrative friction, and ensuring information flows smoothly between the Director, staff, clients, consultants, and subcontractors.
Key Responsibilities:
- Diary and Calendar Management: Proactively manage the Director’s diary, scheduling meetings, site visits, inspections, and appointments across multiple projects and entities. Resolve scheduling conflicts, prioritise commitments, and ensure the Director is well briefed and prepared for each engagement. Maintain visibility of key project milestones, council submissions, and client meetings to keep the Director’s schedule aligned with business priorities.
- Meeting Coordination and Minute-Taking: Coordinate internal and external meetings, including agenda preparation, venue and technology setup, and distribution of supporting documentation. Attend meetings as required, take accurate minutes, track action items, and follow up with responsible parties to ensure completion. Prepare and circulate briefing notes and pre-reads so the Director enters each meeting fully prepared.
- Travel and Logistics Coordination: Arrange domestic and international travel including flights, accommodation, car hire, and itineraries for the Director and project staff. Coordinate travel for site visits across the South West, Perth, and the North West regions (including Broome, Derby, Port Hedland, Onslow, and Exmouth). Manage last- minute changes, reconcile travel expenses, and ensure all bookings align with budget and business requirements.
- Document Preparation and Formatting: Prepare, format, and proofread a wide range of business documents including contracts, special conditions, tender submissions, reports, proposals, selections schedules, and presentations. Maintain brand-consistent formatting across the company entities. Ensure outputs are polished, professional, and implementation-ready for client, contractor, or consultant distribution.
- Project and Task Coordination: Track the Director’s outstanding actions, commitments, and deliverables across multiple concurrent projects. Coordinate information flow between the Director, project managers, estimators, and external consultants to keep workstreams moving. Prepare weekly status summaries, follow up on outstanding items, and flag issues requiring the Director’s attention.
- Confidentiality and Discretion: Handle sensitive commercial, financial, legal, and personal information with complete discretion and confidentiality. Ensure confidential documents, contracts, and communications are stored securely and accessed only by authorized parties. Uphold the Director’s and the company’s reputation in all internal and external dealings.
- Financial and Expense Administration: Support the Finance Manager and Director with routine financial administration, including processing expense claims, credit card reconciliations, and invoice coding. Maintain accurate records of Director expenses, vehicle usage, and reimbursable costs. Assist with supplier onboarding, purchase orders, and light bookkeeping tasks within Xero and Buildern as required.
- Records and File Management: Establish and maintain well-structured digital and physical filing systems for contracts, correspondence, approvals, and project documentation. Ensure records are accurate, up to date, and retrievable in line with company record-keeping requirements. Manage document version control across projects, contracts, and template libraries.
- Event and Function Coordination: Plan and coordinate internal functions, client events, site celebrations, and industry networking opportunities. Manage guest lists, invitations, venues, catering, and logistics within agreed budgets. Represent the company brand professionally at functions and act as the Director’s representative where appropriate.
- Onboarding and HR Administration Support: Support the Director with staff onboarding, including preparing employment paperwork, inductions, IT setup, and welcome materials. Maintain accurate and confidential HR records, training registers, and staff contact lists. Assist with coordinating performance reviews, team meetings, and internal communications.
- Systems, Processes and Continuous Improvement: Identify opportunities to streamline administrative processes, templates, and workflows to improve efficiency across the business. Maintain and improve standard operating procedures, checklists, and templates used by the Director and wider team. Champion the use of business systems including Microsoft 365, Buildern, and Xero to reduce manual handling and improve information flow.
- General Administrative Support: Provide day-to-day administrative support to the Director and wider team as required, including office supplies, facilities coordination, and ad hoc tasks. Act as a reliable and flexible point of support across the company, responding quickly to changing priorities. Undertake other duties consistent with the role and the needs of the business.
Required Skills and Qualifications:
- Proven experience as an Executive Assistant or similar senior admin role, ideally in construction industry
- Comfortable supporting multiple stakeholders, including coordinating closely with founders, and managing shared calendars and appointments seamlessly
- Excellent written and verbal communication, with ability to draft professional correspondence
- Highly organized with strong attention to detail and ability to manage multiple tasks simultaneously
- Experience preparing business documents (contracts, reports, presentations) with high accuracy
- Strong organizational skills with the ability to handle both business and occasional personal tasks (e.g., travel/holiday bookings, scheduling, ad hoc support) with discretion
- Tech-savvy, with exposure to or strong interest in AI tools (e.g., Claude), and willing to assist in improving workflows, systems, and day-to-day operations through automation and process enhancements
- Proactive, self-driven, and comfortable working in a fast-paced, evolving environment
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”)
