Executive Assistant/Project Manager

Job Details:

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant based in the Philippines to provide exceptional administrative and operational support to small and medium-sized businesses (SMBs) in Australia. This role requires excellent communication skills, cultural adaptability, and the ability to manage multiple priorities in a fast-paced, remote environment. The ideal candidate will act as a trusted partner to business owners and executives, streamlining operations and enabling them to focus on strategic growth.

Key Responsibilities

• Administrative Support: Manage calendars, schedule meetings, and coordinate appointments across Australian time zones (AEST), ensuring seamless communication and time management.
• Communication Management: Handle email correspondence, draft professional communications, and act as a point of contact between executives, clients, and stakeholders.
• Task Coordination: Organize and prioritize tasks, track project deadlines, and follow up on action items to ensure timely completion.
• Document Management: Prepare, edit, and organize reports, presentations, and other business documents with high attention to detail.
• Travel & Event Planning: Arrange travel itineraries, accommodations, and logistics for business trips, as well as coordinate virtual or in-person events, meetings, or conferences.
• Data Entry & Record Keeping: Maintain accurate records, update CRM systems, and manage databases to support business operations.
• Financial Support: Assist with basic bookkeeping tasks, such as expense tracking, invoice processing, and liaising with accountants or financial teams.
• Research & Analysis: Conduct research on market trends, competitors, or industry-specific topics to support decision-making.
• Confidentiality: Handle sensitive information with discretion and maintain strict confidentiality.
• Cultural Alignment: Understand and adapt to Australian business culture, communication styles, and workplace expectations.

Qualifications

• Experience: Minimum of 5 years of experience as an Executive Assistant, Virtual Assistant, or similar role, preferably supporting international clients or businesses.
• Education: Bachelor's degree in Business Administration, Management, or a related field (or equivalent experience).
• Technical Skills:
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Familiarity with project management tools (e.g., Trello, Asana, ).
• Experience with CRM platforms (e.g., HubSpot, Salesforce) and bookkeeping software (e.g., Xero, MYOB) is a plus.
• Communication: Exceptional written and verbal communication skills in English, with a professional and polite demeanor.
• Time Management: Ability to prioritize tasks, meet deadlines, and manage multiple responsibilities efficiently.
• Cultural Fit: Understanding of Australian business practices and ability to adapt to a professional, results-driven environment.
• Tech-Savvy: Comfortable with remote work tools such as Zoom, Slack, and Microsoft Teams, and able to troubleshoot basic technical issues.
• AI Savviness: Ability to proactively use AI technologies to improve efficiency, quality, and scalability of work. This includes using AI assistants for drafting content, automating repetitive admin tasks, improving research accuracy, summarizing large datasets or documents, and accelerating turnaround times. The ideal candidate is curious about new tools, understands the limitations of AI outputs, and applies critical thinking to validate and refine AI-generated content to ensure accuracy, professionalism, and alignment with business objectives.
• Problem-Solving: Proactive mindset with strong initiative and the ability to anticipate needs and resolve issues independently.

Key Competencies

• High level of organization and attention to detail.
• Strong interpersonal skills and ability to build rapport with diverse stakeholders.
• Adaptability to work across different industries and handle varied tasks.
• Ability to work independently with minimal supervision in a remote setting.
• Discretion and professionalism when handling confidential information.
• Exposure to AI productivity tools is strongly preferred.

Job Type: Full-time

Pay: Php40, Php65,000.00 per month

Application Question(s):

• How much is your expected salary?
• How many years of experience do you have as an Executive Assistant?
• Do you have experience as a Project Manager?

Work Location: In person