Executive Assistant – Project Coordinator

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

📋 Description

• Oversee calendars, meetings, emails, and correspondence for three principals.

• Arrange appointments and site visits, manage calendars, and draft emails for review or approval.

• Provide daily administrative support while balancing competing priorities.

• Monitor deadlines, send reminders, and coordinate both administrative and personal requests.

• Supervise project management systems and track pending tasks across various projects.

• Follow up with consultants, engineers, contractors, and stakeholders to ensure timely delivery of work.

• Facilitate project-related requests and communication.

• Manage requests from initial instructions to completion, keeping stakeholders updated.

• Assist on-site activities by liaising with contractors, coordinating material orders, and documenting project information.

• Maintain precise project files and records in OneDrive, spreadsheets, and other systems.

• Organize drawings, engineering reports, building plans, bushfire reports, contracts, disclosure plans, and other documentation.

• Control document versions and distribute accurate plans, reports, and records.

• Act as a communication bridge between principals, consultants, contractors, engineers, suppliers, and other stakeholders.

• Provide administrative support for property acquisitions.

• Maintain property and project records, as well as prospective buyer information and CRM records.

• Coordinate social media posts, EDMs, and newsletters.

• Identify workflow enhancements and leverage AI tools and digital systems to boost administrative efficiency.

⛳️ Requirements

• A minimum of 4 years of demonstrated experience in roles such as Executive Assistant, Project Coordinator, Project Administrator, Operations Coordinator, or similar positions with significant administrative and coordination responsibilities.

• Exceptional organizational skills and meticulous attention to detail.

• Proven track record of tracking tasks, managing follow-ups, and taking initiative to complete tasks without constant oversight.

• Excellent written and verbal communication skills in English.

• Strong interpersonal abilities and a high level of emotional intelligence.

• Good judgment and prioritization skills.

• High computer literacy.

• Capability to work independently using email, calendars, spreadsheets, cloud-based document management systems, and project management tools.

• Experience in property development, civil construction, building, engineering, infrastructure, or another project-oriented industry.

• Familiarity with technical project documentation, including engineering drawings, construction plans, bushfire reports, contracts, and disclosure plans.

• Experience supporting founders, directors, or business owners in a lean team environment.

• Familiarity with Monday.com or similar project management and CRM platforms.

• Proficiency in Microsoft Outlook, OneDrive, and Excel.

• Experience in property acquisitions, acquisition correspondence, sales administration, or buyer database management.

• Exposure to marketing coordination or AI tools.

• Must be available to work from 9:00 AM to 6:00 PM Australian time.

• Independent contractor arrangement.

🏝️ Benefits

• Excellent opportunities for career advancement.

• Chance to work in an exceptional environment.

• Fully remote work arrangement.