Executive Assistant/Remote Assistant

2 weeks ago

Manila, National Capital Region, Philippines LONDON OUTSOURCED Full time ₱144,000 - ₱600,000 per year

About the Client

We are hiring on behalf of a young, dynamic PR company in Melbourne, Australia. One of their long-standing team members is sadly moving on, and they are now seeking a highly capable Executive Assistant to support the Founder and General Manager. This is a long-term role (permanent part-time after trial) with opportunities to grow alongside the company.

  • Position Title: Executive Assistant
  • Reporting to: Founder and General Manager
  • Location: Melbourne (Remote – Philippines-based)
  • Type: Permanent Part-Time Freelancer (after trial)
  • Compensation: ₱50,000+/month (hourly equivalent; benefits negotiable)
  • Schedule: 30–40 hours/week, Australian business hours

Key Responsibilities

Administrative Support

  • Schedule and manage the Founder's appointments, meetings, and events.
  • Monitor, prioritise, and respond to emails on behalf of the Founder multiple times daily.
  • Arrange domestic and international travel, including flights, accommodations, and itineraries.
  • Prepare, edit, and proofread reports, presentations, and documents.
  • Organise and coordinate meetings, including agendas and follow-ups.
  • Streamline and automate administrative tasks where possible.

Communication

  • Act as liaison between the Founder and employees when required.
  • Manage communications with clients, partners, and stakeholders.
  • Take the lead in client and prospective client liaison, including handling calls on behalf of the Founder.

Project Management

  • Help manage and track project progress to ensure deadlines are met.
  • Assist in planning and coordinating company events, conferences, and activities.
  • Provide support for EDMs (Electronic Direct Mail campaigns).

Financial & Operational Support

  • Track and manage employee expenses.
  • Manage cash flow tools and ensure efficient financial operations.
  • Lead invoicing, follow up on outstanding payments, and handle debt collection.
  • Prepare and reconcile reports in Xero (or similar accounting software).

Relationship Management

  • Maintain and nurture relationships with clients and stakeholders.
  • Liaise with vendors and service providers.
  • Compile complex client proposals and contracts.

Personal Assistance

  • Handle personal tasks and errands for the Founder when needed.

Strategic Support

  • Assist in developing and implementing business strategies.
  • Maintain confidentiality and handle sensitive information with discretion.
  • Build and maintain infrastructure to support company growth.
  • Implement and optimise processes and workflows.
  • Provide strategic input on office processes and procedures.
  • Tackle ad-hoc duties and complex tasks as they arise.

Qualifications

  • Proven experience as an Executive Assistant, Senior VA, or similar role.
  • Strong English communication skills (verbal & written).
  • Proficiency in Outlook, Microsoft Teams, Excel/Google Sheets, Canva, and project management tools , Notion, or similar).
  • Experience using Xero (or similar accounting software).
  • Familiarity with AI tools (efficiency in prompts, summaries, and workflow support).
  • Experience working with Australian clients is highly preferred (cultural alignment).
  • Solid financial administration skills (invoicing, expenses, cash flow).
  • Highly organised, resourceful, and proactive in problem-solving.
  • Ability to thrive in a fast-paced, dynamic environment.

What We Offer

  • A long-term, stable role with a growing PR company.
  • Exposure to diverse projects in PR, media, and client communications.
  • Competitive salary (₱50,000+/month (hourly equivalent), with negotiable benefits).
  • Growth opportunities in strategy, operations, and project management.

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