Executive Assistant (008-00960)

​​Looking for Philippines-based candidates

Job Role: Executive Assistant

Compensation range: $1,500 AUD - $2,500 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 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: A service-focused climate control business specialising in residential and light commercial heating, cooling, and ventilation solutions. The team manages everything from consultation through to installation and ongoing maintenance, with a strong emphasis on clear communication, honest recommendations, and reliable workmanship.

Role Overview: We are looking for a high-trust Executive Assistant to support the Director across email management, calendar coordination, reporting, and operational administration. In this role, you’ll act as the connective layer of a fast-moving business—keeping priorities organised, surfacing what matters, and proactively managing tasks before they escalate.

The ideal candidate is experienced, highly autonomous, and confident learning new systems quickly. This is a hands-on position where you’ll be expected to take ownership from day one, with scope to expand responsibilities as you grow in the role.

Key Responsibilities: 

• Monitor, triage, and manage the Director’s inbox — prioritising urgent matters and drafting responses where appropriate
• Manage calendar scheduling, including internal coordination and external client meetings
• Coordinate meeting preparation, agendas, and follow-ups to ensure actions are completed
• Own and maintain the job management system (ServiceTitan), including workflow tracking, job status visibility, and system hygiene
• Build and maintain dashboards and reporting that give the Director clear operational insight without manual checking
• Proactively identify gaps in processes, system usage, and reporting — and recommend improvements
• Support rollout and day-to-day use of Slack across the business
• Provide general administrative support across Microsoft 365
• Assist with bookkeeping and administration in Xero, including monitoring debt collection activities as a key initial responsibility to ensure workload coverage alongside broader support tasks.

Required Skills and Qualifications:

• Minimum 3+ years’ experience in an Executive Assistant, Operations, or Senior Administrative role
• Strong experience working with ServiceTitan (standout advantage — especially if used in Australian trades or field service environments)
• Experience supporting bookkeeping tasks, including monitoring debt collection and follow-ups
• Demonstrated experience owning reporting, dashboards, or operational visibility in a previous role — not just admin execution, but insight generation
• Strong proficiency across Microsoft 365 (especially Outlook and Excel)
• Experience with Slack or ability to adopt new tools quickly
• Experience with Xero is a bonus, not required
• Excellent written and verbal communication skills
• Highly organised, detail-oriented, and calm under pressure
• Self-starter who takes ownership, works proactively, and sees what’s needed without being told
• Comfortable working in ambiguity and creating structure in fast-moving environments
• Strong systems thinker who goes beyond task execution to improve processes

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”)