Executive Assistant

Position Title: Executive Assistant

Work Set-up: Work from Home/Work from Office

Schedule: Monday – Friday, 9:00 AM – 5:30 PM NSW, AU Time or 6:00 AM – 2:30 PM PH Time (During DST)

Holidays: NSW, AU Holidays

About the Company:

Our client is dynamic, family-run residential building company based in Sydney, focused on boutique high-end renovations and custom architectural homes. As they grow, they are seeking a proactive, experienced Executive Assistant to support the director in managing the day-to-day operations of the business.

This is a hands-on, detail-focused role ideal for someone who thrives on structure, enjoys problem-solving, and is confident handling a mix of admin, project tracking, and financial tasks in a construction environment.

About the Role:

This is not your average EA position. You'll work directly with the business owner to keep the business organised, on-time, and across key project and financial details. From managing email and calendars to tracking labour hours and updating costings, you'll be a key support person helping run a professional building company efficiently and proactively.

The ideal candidate is highly organised, technically confident, and can anticipate needs before they arise. Experience in construction admin or a related field is strongly preferred.

Key Responsibilities

Executive & Admin Support

* Manage the owner's inbox, calendar, bookings, and reminders

* Prioritise emails and help prepare or respond to routine communications

* Coordinate meetings, site visits, and logistics (internal and external)

* Maintain digital filing systems (Google Drive, Dropbox)

* Follow up on outstanding tasks and keep priorities on track

Construction Project Admin

* Extract scope from architectural plans/specs and summarise into task lists

* Track provisional items, variations, and client selections

* Summarise site notes and voice memos into clear, actionable steps

* Cross-check consultant drawings for gaps or clashes and flag issues

* Maintain internal registers and project trackers

Financial Admin & Job Costing

* Enter and reconcile invoices in **Xero**, allocating to correct jobs and codes

* Track subcontractor and staff labour hours weekly

* Assist with job back-costing (actuals vs estimate)

* Support preparation of progress claims and variation logs

* Help monitor PS/PC item budgets and supplier quote status

Communication & Coordination

* Draft and send professional emails to clients, consultants, and suppliers

* Maintain communication logs and chase outstanding paperwork

* Support selections and approvals by tracking client responses

Key Requirements

* Minimum **3 years experience** as an EA, Admin Assistant, or Project Coordinator (construction, architecture, or related preferred)

* Strong written and spoken English with excellent communication skills

* Proven ability to manage competing tasks and keep others organised

* Experience with **Xero** (essential)

* Confident with digital tools: **Google Workspace, Excel**, Dropbox, etc.

* Willing to learn **Buildxact** (experience a bonus)

* High level of discretion, initiative, and attention to detail

* Comfortable working independently and making sound judgments

* Familiarity with **residential building** or the trades is a strong advantage

Nice to Have

* Prior experience supporting a builder, architect, or developer

* Knowledge of NCC, Australian Standards, or consultant roles

* Understanding of construction terms (variations, scopes, PS/PC items)

Job Type: Full-time

Pay: Php35, Php45,000.00 per month

Benefits:

• Health insurance
• Opportunities for promotion

Application Question(s):

• How much would your asking salary package (PHP) be?

Experience:

• accounting software such as Xero (or similar): 1 year (Required)
• building type software packages like "Buildxact" or similar : 1 year (Required)
• Executive Assistant to a business owner: 2 years (Required)

Work Location: Remote