Executive Assistant

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee the founder's inbox, prioritizing and addressing emails on his behalf.

• Monitor council rates, renewals, and other business and personal deadlines.

• Manage both business and personal calendars, including bookings and appointments.

• Transform calls, texts, and voice messages into actionable tasks, emails, and bookings.

• Make calls and send emails to suppliers, clients, and service providers.

• Track the founder's movements and maintain a daily cost journal.

• Ensure client documents are current and submitted promptly.

• Maintain Xero accounts, including bank reconciliations and transaction categorization.

• Generate and dispatch client invoices.

• Compile weekly payroll information for the founder's Wednesday pay run.

• Organize supplier bills, receipts, and related records.

• Follow up with employees regarding any missing billing addresses or purchase orders.

• Record the movement of plant and equipment between job sites.

• Maintain NextMinute records, ensuring all uncoded items, rates, fuel levies, price increases, and fuel-cost allocations are up to date.

• Log staff hours by job and site.

• Record material deliveries associated with jobs and clients.

• Review weekly records with the founder every Wednesday.

• Draft SOPs and develop a business workflow playbook.

• Research and evaluate project management software, conduct demos, and present findings.

• Set up and oversee the selected software for use.

• Assist in job cost tracking as the business expands.

• Utilize Excel to allocate and track ongoing expenses.

• Schedule and manage the maintenance and registration of machinery.

⛳️ Requirements

• Minimum of 3 years experience as an Executive Assistant, Personal Assistant, or Admin Assistant supporting a business owner.

• Bookkeeping experience, preferably with Xero (including reconciliations, invoicing, and bills).

• Exceptional spoken and written English skills.

• Confident communication skills over the phone with Australian businesses.

• Highly organized with a strong ability to meet deadlines and manage payments.

• Proactive and resourceful, capable of taking brief instructions and executing them independently.

• Experience in construction, civil works, earthmoving, trades, or plant hire is highly regarded.

• Familiarity with construction terminology such as plant, tonnages, takeoffs, and site deliveries is highly regarded.

• Payroll and timesheet experience, including an understanding of Australian payroll basics, is highly regarded.

• Familiarity with job management software such as NextMinute, ServiceM8, Buildxact, Tradify, or similar is highly regarded.

• Experience working with Australian clients and adhering to AEST is highly regarded.

• Proficiency in Xero, Google Workspace, or Microsoft 365, including phone and SMS/WhatsApp communication, cloud file storage, and project management platforms.

• Must disclose any ongoing roles or client work.

• Must represent this engagement on LinkedIn as an “Independent Contractor.”

🏝️ Benefits

• Fully remote work from home.

• Flexible early start times while aligning with Queensland business hours (AEST).

• Independent contractor engagement.