Executive Assistant

Looking for Philippines-based candidates

Job Role: Executive Assistant

Compensation range: $1,500 AUD - $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: A global leadership and business education organization crafted especially for veterinary professionals, supporting not only veterinarians but every member of the veterinary team including practice owners, managers, nurses, and support staff. Our core belief is that strong nonclinical skills such as leadership, culture, communication, and strategic thinking are just as essential as medical expertise for a truly thriving practice.

Role Overview: We are seeking a highly reliable and detail-oriented Executive Assistant to support a fast paced, high performing team of 23. The ideal candidate has strong experience managing complex calendars, coordinating domestic and international travel, preparing documents, and handling a wide range of executive level administrative tasks. This role reports to three Directors, so the ability to prioritise across competing tasks and confidently ask for clarification when priorities are not clear is essential.

Key Responsibilities: 

• Manage complex domestic and international travel arrangements, including flights, accommodation, rental cars, transfers, visas, and itinerary changes.
• Coordinate daily and long-term calendar management, including scheduling meetings across multiple time zones.
• Monitor all WhatsApp channels, flag mentions of directors, and advise when action is needed.
• Review emails, clear junk messages, and highlight urgent matters for quick attention.
• Submit invoices to the accounts department as required.
• Collate receipts and assist with expense tracking.
• Organize, manage, and maintain digital files and folder structures in SharePoint and OneDrive
• Prepare, organize, and manage documents, presentations, reports, and meeting materials.
• Edit and enhance PowerPoint presentations for keynotes, webinars, and internal use.
• Create transcripts from recordings and convert content into usable reference materials.
• Produce graphic representations of research data and create icons for presentation use.
• Perform basic video editing, catalog marketing clips, and maintain a well-organized photo and media library.
• Ensure accuracy in video subtitles and provide proofreading for documents, presentations, and written materials.
• Collate, process, and organize data for reports or internal projects.
• Create, update, and maintain document templates.
• Transfer and upload new content updates to the Learning Management System (LMS).
• Draft, edit, and format agreements and other key documents.
• Handle confidential information with professionalism and discretion.
• Assist with email inbox management, including prioritizing messages and drafting responses when needed.
• Conduct research, prepare briefs, and support executive decision-making.
• Liaise with internal teams and external stakeholders to ensure smooth communication and workflow.
• Track action items, deadlines, and follow-ups to keep executives aligned and informed.
• Provide general administrative and ad hoc support as needed.
  

Qualifications:

• Strong proficiency in Microsoft 365 (Teams, SharePoint, OneDrive, Outlook, PowerPoint, Excel).
• Experience managing complex calendars and high-volume travel coordination.
• Excellent written and verbal communication skills, with strong proofreading abilities—particularly important when reviewing documents and subtitles.
• Ability to create polished documents, clean presentations, and visually clear materials.
• Highly reliable with stable internet, power, and a professional remote work setup.
• High responsiveness and ability to manage urgent, shifting, or time-sensitive priorities.
• Strong organizational skills, accuracy, and excellent attention to detail.
• Self-directed, resourceful, and comfortable working with minimal supervision.
• Professional communication style and strong cultural alignment with high-performing teams.
• Experience supporting executives in Australian, US, or multinational environments.
• Background in remote/offshore professional support roles.
• Familiarity with Employment Hero is a plus, as the team may integrate the offshore hire through this platform.
• Ability to collaborate effectively using Microsoft 365 tools across a distributed team.

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")