Executive Assistant for a Construction and Property Development Company in Australia (Home Based Full Time)

• Manage and organise the Director's inbox, prioritising important emails and ensuring nothing is missed.
• Monitor incoming emails and flag anything requiring the Director's attention.
• Follow up on outstanding emails, requests and tasks.
• Draft simple email responses where appropriate.
• Keep the Director's calendar organised and up to date.
• Schedule and coordinate meetings, appointments and commitments.
• Identify potential scheduling clashes and help manage the Director's time effectively.
• Set reminders and keep the Director informed about upcoming appointments and important commitments.
• Assist with organising the Director's personal commitments where required.
• Keep track of children's school activities, events, appointments and important dates.
• Help coordinate arrangements around school pickups and children's activities when required.
• Assist with general administration and keep tasks, information and follow-ups organised.
• Follow up staff, suppliers and other outstanding matters.
• Assist with basic client and supplier communication.
• Coordinate bookings, appointments and inspections.
• Assist with business travel, including travel and accommodation bookings.
• Ensure the Director has the information and details he needs ahead of meetings, appointments and travel.
• Assist with basic invoice administration using Xero and Workbench.
• Review invoices in Xero, check invoice details and make sure the information is correct.
• Check invoices against purchase orders where required and ensure the relevant details match.
• Help keep invoice records organised and up to date.

Client Information

The client is an award-winning Australian builder and developer with over two decades of industry experience, operating across Newcastle, the Hunter Region, and the East Coast of Australia. They specialize in delivering high-quality, end-to-end projects across diverse sectors, ranging from large-scale residential developments and master-planned lifestyle communities to commercial, industrial, and specialized-use facilities such as medical and community infrastructure. Defined by precision, integrity, and disciplined project delivery, the client manages the full development lifecycle—from planning and civil infrastructure to final construction—focusing on creating functional, enduring, and high-performing environments.

Must Haves

• Previous experience as an Executive Assistant, Personal Assistant or in a similar senior administrative support role.
• Strong experience managing calendars, appointments and emails.
• Excellent organisation and time-management skills.
• Strong attention to detail.
• Excellent written and verbal English.
• Strong follow-up and communication skills.
• Able to manage multiple priorities and stay organised.
• Proactive and able to think ahead.
• Comfortable taking ownership rather than waiting for instructions.
• Reliable, trustworthy and professional.
• Comfortable working closely with a busy Director or business owner.
• Able to learn new systems and processes quickly.

Nice to Haves

• Previous experience supporting an Australian business owner or Director.
• Experience with Workbench or a similar system.
• Experience with SmartSheet or similar task/project management systems.
• Experience coordinating travel, meetings and appointments.
• Experience managing both professional and personal commitments.

Home Office Requirements

Please only apply for this role if you have the following home office requirements:

· Perfectly working headset and webcam
· Stable internet connection of at least 25 Mbps ~ 50 Mbps
· Up to date computer system with a minimum of Windows 10 or later and macOS Monterey (12.0) or later
· Quiet room with no distractions or background noises
· A backup plan if the power goes out or if your internet connection becomes unstable during your shift

Only applicants meeting the strict criteria above will be contacted.

Connect With Us

https://virtualcoworker.com.ph
https://virtualcoworker.com/our-culture
https://www.facebook.com/virtualcoworker
https://www.linkedin.com/company/virtual-coworker