Executive Assistant - (003-426)

​​Looking for Philippines-based candidates

Job Role: Executive Assistant

Compensation range: $1,600AUD - $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: The company supports the planning and delivery of major transport and infrastructure projects across Queensland by partnering with government agencies, consultancies, and contractors. Its team works directly within client environments, providing practical embedded expertise in project management, engineering management and environmental advisory. Known for its strong team culture, high-quality work, and modern energetic approach, the business is growing steadily - with a vision to expand into new sectors, additional service offerings, and new locations across Australia.

Role Overview: We are seeking a versatile, highly organised Executive Assistant with strong administrative and financial coordination capabilities. This role is ideal for someone who thrives wearing multiple hats, providing direct support to the Managing Director across operations, finance, and tender coordination. The ideal candidate is proactive, detail-oriented and able to work autonomously - taking ownership of tasks under minimal supervision.  A key expectation of this role is the ability to identify inefficiencies, suggest improvements, and enhance systems and processes. The role is essential in reducing the director’s workload, particularly around payroll, finance administration, and tender preparation, enabling him to focus on business growth and strategic priorities rather than day-to-day tasks.

Key Responsibilities: 

Executive Support & Administration

• Manage calendars, schedule meetings, and coordinate the director’s daily workflow.
• Organise digital files, documents, and internal communications in a clear and structured manner.
• Handle day-to-day admin, including correspondence, data entry, reporting, and document preparation.
• Assist with organising meetings, briefings, and project follow-ups.
• Manage the business CRM, including updating client information, tracking opportunities, maintaining pipelines, and ensuring data accuracy

Finance & Payroll Support

• Manage payroll processing and assist with finance-related administrative tasks.
• Support accounts receivable and payable workflows (depending on complexity and final remit).
• Prepare basic financial summaries, track expenses, and manage invoicing documentation.
• Liaise with bookkeepers or accountants as required.

Tender Coordination (Non-Technical)

• Work with internal specialists to collate and structure information required for tender submissions.
• Manage timelines, ensure all components are completed, and prepare draft tender documents for review.
• Coordinate the tender process so the director can focus on reviewing the final 10% rather than doing end-to-end preparation.
• Maintain an overview of upcoming tenders, deadlines, and submission requirements.

Requirements

Required Skills and Qualifications:

• Proven years of experience in an EA, VA, operations, or finance-administration role.
• Strong organisational skills and the ability to manage multiple deadlines.
• Experience handling payroll, invoicing, or financial coordination using Xero or similar tools.
• Excellent written communication and document preparation skills.
• Familiarity with tender administration or proposal coordination (preferred but not essential).
• Proficiency in Microsoft Office (Word, Excel, Outlook, SharePoint) and common business productivity tools.

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”)