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Executive Assistant and Administrative Support
Location
Philippines
Posted
1 day ago
Salary
A$1.5K - A$2.5K / month
Seniority
Mid Level
No structured requirement data.
Job Description
Executive Assistant and Administrative Support
Hunt St
Role Description Looking for Philippines-based candidates Job Role: Executive Assistant and Administrative Support 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. Role Overview: Providing executive support to the firm owner while keeping work flowing smoothly across the wider team. You will manage the principal's calendar and inbound client communications - triaging, prioritising, and delegating to the right staff members - and coordinate workflow across the firm so tasks and key client jobs are tracked through to completion. Beyond day-to-day support, you'll create and continuously improve the systems and processes that help the firm scale, including identifying opportunities to automate manual work. Success requires someone exceptionally organised who can work proactively and autonomously, exercise sound judgement, and take ownership of outcomes without constant direction. This is not a repetitive admin role - it calls for initiative, problem-solving, and the drive to keep things moving as the firm grows. Key Responsibilities - Provide executive support, including calendar management and meeting coordination. - Manage inbound client communications directed to the firm owner - triaging and prioritising them, delegating to the appropriate staff members, and following up to ensure they are actioned. - Coordinate and manage workflow across the firm, ensuring tasks and key client jobs are allocated, tracked, and completed on time. - Maintain accurate and up-to-date data across the firm's practice and document management software. - Record meeting minutes, prepare agendas, and follow up on action items to ensure timely completion. - Track project timelines, deliverables, and compliance deadlines, keeping all stakeholders informed of progress. - Create, manage, and continuously improve internal processes, systems, and workflows to support scalability. - Identify opportunities to automate repetitive tasks using power automate/zapier or similar tools to reduce manual work and improve data accuracy. - Build and maintain dashboards, spreadsheets, and reporting tools to track performance and operations. - Provide direct operational support to the principal and senior managers, including team coordination and task management. - Identify operational bottlenecks and proactively implement solutions. - Provide general administration duties as and when required. Qualifications - Proven experience in operations, admin, or EA roles, ideally in a professional services environment. - Exceptionally organised, with the ability to work autonomously, exercise sound judgement, and manage multiple competing priorities with minimal direction. - Excellent written and verbal English communication skills, with a professional, approachable manner and confidence in client-facing interactions. - Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook). - Experience with Xero and Xero Practice Manager. - Strong attention to detail, with proactive problem-solving and time-management skills. - Ability to maintain confidentiality and exercise sound judgement when handling sensitive information. - Experience improving processes and systems using automation tools such as Power Automate, Power BI, or Zapier (advantageous). - Experience with basic bookkeeping, invoicing, or expense management (advantageous). - Comfortable learning new systems, technologies, and business processes. - A collaborative team player who builds positive working relationships across the firm. 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”).
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