Executive Assistant (013-490)

Looking for Philippines-based candidates

Job Role: Executive Assistant

Compensation range: $1800 AUD - $2500 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 client is an agricultural services provider that specializes in seed cleaning, grading, and treatment services that help farmers improve crop germination rates and overall yield. They support local farming communities by removing unwanted elements from seed stock, enhancing seed quality, and delivering reliable, practical solutions tailored to agribusiness needs.

Role Overview: We are seeking an Executive Assistant who will support daily administration and finance tasks. The ideal candidate will keep systems accurate and up to date. The Executive Assistant will help management stay organised and focused on field work.

Key Responsibilities: 

Core responsibilities:

• Manage basic HR tracking and staff anniversary reminders. 
• Complete Xero reconciliations daily from 1 November to 30 June and weekly from 1 July to 31 October. 
• Update Xero purchase orders once per week. 
• Create & maintain a shared business calendar for all management staff. 
• Create invoices in ServiceM8 each day using uploaded job sheet photos and email Accounts once daily to confirm approval. 
• Manage Google email and calendar organisation.
• Prepare weekly job completion summaries for each machine showing tonnes, hours and chemical usage based on job sheets. 
• Manage chemical stock control and record each refill from headquarters with a photo of the batch number.
• Place diesel orders once management approves, after the team reports levels below 2000 litres.

Marketing and Communication

• Prepare scheduled social media posts. Friday covers a weekly review of work completed and outcomes achieved. Monday and Wednesday follow agreed themes.
• Assist with Facebook, Instagram and email campaigns. You keep brand messaging consistent across all platforms.

Administration and Systems

• Schedule jobs and update calendars. 
• Create, update and organise SOP documents and videos. 
• Prepare and record invoices in ServiceM8. 
• Collate supplier invoices and prepare them for Xero. 
• Track client details and service history. 
• Update spreadsheets and internal registers. 
• Create forms and internal documents. 
• Follow up on overdue payments. 
• Keep Google Drive folders clean, logical and correctly named. 
• Order supplies using Xero purchase orders when requested.

Requirements

Required Skills and Qualifications:

• Experience in administration or customer support. 
• Exposure to rural or agricultural businesses. 
• Social media posting experience. 
• Bookkeeping experience with Xero.
• Ability to communicate clearly and professionally
• Ability to organise tasks well and meet deadlines
• Can work confidently with email, spreadsheets and Cloud systems
• Can learn business processes quickly
• Work independently and manage priorities without supervision.

Tools:

• Google Workspace email and tools. 
• VentraIP hosting tools. 
• Mobile phone and SMS apps. 
• WhatsApp for individual and group communication. 
• ServiceM8 for bookings, job cards, workflow, invoicing and reporting. 
• Xero for accounting, reconciliations and purchase orders. 
• Google Calendar for scheduling. 
• Google Drive, Docs and Sheets for files, forms and registers. 
• Facebook and Instagram for marketing. 
• Website CMS Mailchimp and HubSpot for email marketing. 
• Banking apps and Xero for payments and account review. 
• LastPass for secure access management.

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”)