Executive Assistant

Company Overview

Dashboards by API helps trade industry businesses in Australia, the US and the UK connect their systems and data into clear, reliable dashboards. The company focuses on building solutions that make it easier for trade businesses to view, understand, and use their data in one place.

By working with APIs and automation tools, Dashboards by API enables data to flow smoothly between platforms, reducing manual processes and improving visibility across operations.

The company's sales and strategy is led by Ben Beattie and Mace Rushgrove, who are passionate about growing trade business and  using technology to simplify complex systems and help trade businesses operate more effectively.

About the Role

We are seeking a proactive Offshore Executive Assistant who will provide high-level administrative, sales, marketing and client coordination support to two busy entrepreneurs. This role requires strong initiative, the ability to work with incomplete or ambiguous information, and the confidence to "fill in the blanks" while delivering polished outputs.

The position covers a wide range of responsibilities including CRM updates, client communication, email campaign support, travel coordination, content organisation, training material structuring, and assisting with efficiency improvements using AI tools. The successful candidate must thrive in a dynamic, entrepreneurial environment with shifting priorities and a fast execution pace.

This role is being recruited by Clarke Point, a premier Singapore-based agency dedicated to delivering global recruitment and staffing solutions, ) and is for a long-term, full-time Independent Contractor.

Key Responsibilities

1. Sales & Marketing Support

• Manage and update HubSpot CRM workflows, pipelines, deal stages and reporting.
• Build and execute email campaigns, sequences and follow-up series.
• Assist with developing proposals, presentations and sales collateral.
• Create basic social media assets and simple design materials.

2. Client Communication & Coordination

• Communicate professionally with clients via email and phone.
• Manage follow-ups, appointment coordination and action tracking.
• Prepare meeting notes, summaries and communication drafts.
• Support onboarding, check-ins and general relationship management.

3. Executive Support & Administration

• Manage inboxes and calendars for two founders, including prioritisation.
• Plan travel arrangements including flights, accommodation and itineraries.
• Assist with webinar setup—invites, tech setup, reminders and post-event tasks.
• Prepare documents, summaries and checklists with light design formatting.
• Organise meeting notes and convert discussions into actionable steps.

4. Content Analysis & Training Development

• Review and summarise large volumes of content (e.g., sales demo recordings).
• Identify insights and themes to help structure internal sales training programs.
• Organise content into clear, usable modules and reference guides.

5. AI Tools & Workflow Optimisation

• Use AI tools to automate tasks, summarise content or optimise systems.
• Recommend improvements and experiment with new productivity tools.
• Assist in implementing AI-driven content, organisation or workflow solutions.

Mandatory Criteria

• Experience working as an Independent Contractor for an Australian, American or similar client.
• Excellent verbal and written English; confident in client communication.
• Strong initiative with ability to work with incomplete briefs or shifting information.
• Experience using HubSpot or similar CRM systems.
• Experience with email marketing tools and CRM workflows.
• Strong organisational and prioritisation skills.
• Experience arranging travel and managing complex schedules.
• Basic graphic design skills (e.g., Canva).
• Familiarity with, or willingness to learn, AI-based tools and automation platforms.
• Experience supporting webinars or virtual events.

Preferred Skills & Experience (Nice-to-Have)

• Experience working with technical founders, SaaS companies or digital agencies.
• Exposure to API integrations, dashboards or automation platforms.
• Experience preparing training materials or instructional content.
• Project coordination experience, especially in fast-paced environments.
• Ability to research tools, vendors or solutions independently.

Ideal Personality Attributes for Success

• Self-starter who proactively identifies next steps without waiting for instruction.
• Solutions-focused and confident in navigating ambiguity.
• Highly organised, able to manage rapid changes in priorities.
• Resourceful, comfortable working autonomously and thinking independently.
• Tech-curious, eager to explore new tools and adopt AI-driven efficiencies.

Remote Work Setup Requirements

To ensure a smooth and professional remote working experience, candidates must have the following:

• Quiet and Dedicated Home Office Setup –

• Professional and distraction-free workspace

• Ergonomic chair and desk recommended

• Laptop or Desktop Computer – Minimum specifications:

• Intel i5 or AMD Ryzen 5 processor (or better)

• At least 8GB RAM
• Windows 10 or macOS 11 and above

• Stable Internet Connection – Minimum speed of 25 Mbps (download/upload)

• Wired (LAN) connection for stability is preferred

• Backup internet source (e.g., pocket Wi-Fi or mobile hotspot) is a plus

• Clear Audio Equipment –

• Noise-cancelling headset with built-in microphone

• Clear audio for calls and video meetings
• Working Webcam – Required for virtual meetings and team check-ins

• Uninterrupted Power Supply (UPS) or access to a backup power source

• Especially important for areas prone to power outages

• Up-to-date Antivirus or Security Software – To protect company and client data

Compensation Package

This role is for a long-term, full-time Independent Contractor with the following additional perks:

• Philippine Regular Holidays: 100% pay if not worked; 200% pay if worked.

• Philippine Special Non-Working Holidays: Additional 30% pay if worked.

• Vacation Leave: 12 days per year, granted upon successful completion of the probation period.

• Sick Leave: 6 days per year, available annually.
• Health Insurance Allowance: ₱2,500 per month provided toward family health insurance after the probation period.
• Flexible Work Environment: Fully remote, Monday to Friday, aligned with Australian business hours.

Dashboards by API is based in Melbourne, Australia, thus the work hours will follow Melbourne time (GMT +10) with some flexibility.

How to Apply

For your application to be considered, please submit the following:

• Your resume
• A short cover letter outlining your suitability for this role. Your cover letter must include the word "CLARKE" in capital letters and a summary of your experience working as a full-time independent contractor or online freelancer.

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