Executive Assistant (008-01040) at Hunt St in Philippines, Philippines

Looking for Philippines-based candidates

Job Role: Executive Assistant

Compensation range: $1,400 AUD - $2,000 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: An Australian-owned company that delivers specialised equipment, technical solutions, and ongoing support to the construction and heavy industries. Our expertise spans lifting equipment, site technology, power systems, and engineered project solutions, helping clients improve safety, efficiency, and productivity across a wide range of projects.

Role Overview: We are seeking a highly organised and proactive Executive Assistant to provide comprehensive administrative and operational support to our Head of Operations. In this role, you'll play a key part in keeping day-to-day operations running smoothly by managing communications, coordinating projects, maintaining critical documentation, supporting HR onboarding, and ensuring important actions are tracked through to completion.

Key Responsibilities:

• Manage and prioritise incoming emails, flagging urgent matters and drafting responses for management review.
• Coordinate internal and external communications, following up on outstanding information, approvals, and client responses.
• Prepare, organise, and maintain quote documentation, project files, and supporting records.
• Track quote progress, revisions, approvals, and outstanding client actions.
• Assist with project and job setup, ensuring all project information, documentation, and registers are accurate and up to date.
• Support HR onboarding by preparing employment documentation, maintaining onboarding checklists, tracking probation periods, and coordinating onboarding requirements following management approval.
• Maintain accurate client, supplier, subcontractor, and internal contact registers.
• Prepare meeting agendas, record meeting minutes, track action items, and follow up until completion.
• Maintain contract registers and ensure project documentation is organised, complete, and easily accessible.
• Manage the Head of Operations' task list by tracking priorities, deadlines, and outstanding actions across multiple projects.
• Prepare weekly operations reports highlighting project updates, upcoming milestones, risks, pending approvals, workforce updates, tender activity, and key operational priorities.
• Ensure confidential information is handled professionally and escalate commercial, legal, HR, safety, or high-risk matters to management when required.
• Continuously identify opportunities to improve administrative processes and operational efficiency.

Required Skills and Qualifications:

• Previous experience as an Executive Assistant, Virtual Assistant, Operations Administrator, Project Administrator, or in a similar administrative support role.
• Strong proficiency with Microsoft Office Suite, including Outlook, Excel, Word, Teams, OneDrive, SharePoint, and Microsoft Copilot.
• Experience supporting project-based industries such as construction, engineering, equipment hire, or similar is highly desirable.
• Excellent written and verbal English communication skills.
• Exceptional organisational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Strong attention to detail with excellent document management and follow-up skills.
• Experience preparing reports, meeting minutes, registers, checklists, and operational documentation.
• Comfortable working with SOPs, templates, and structured processes.
• Proactive problem-solver who can identify missing information and escalate issues appropriately.
• Confident communicating with internal teams, clients, and external stakeholders.
• Highly trustworthy with the ability to maintain confidentiality and exercise professional discretion.
• Tech-savvy, adaptable, and eager to learn new systems and tools.

Key Performance Indicators (KPIs)

• Emails are managed efficiently, with urgent matters identified and escalated promptly.
• Professional, accurate communication and documentation are delivered consistently.
• Quote administration, project setup, and document management are completed accurately and within agreed timeframes.
• Project, contract, contact, and action registers remain accurate, organised, and up to date.
• HR onboarding documentation is prepared, tracked, and completed efficiently following management approval.
• Meeting minutes and action items are distributed promptly, with timely follow-up on outstanding tasks.
• Weekly operations reports are delivered on schedule, providing clear visibility of priorities, risks, project status, and upcoming deadlines.
• Confidential information is managed securely, with appropriate escalation of commercial, HR, legal, and safety matters.
• Administrative support contributes to improved operational visibility, stronger project coordination, and reduced workload for the Head of Operations.

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”)