Executive Assistant (Independent Contractor) - Philippines-Based

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:

The client is a boutique Sydney-based construction firm specialising in architect-led, high-end residential projects along with select commercial work. Their projects are known for exceptional craftsmanship, precise detailing, and a deliberate quality-first approach that consistently delivers award-calibre outcomes.

Role Overview:

This role provides comprehensive administrative and operational support to the Director and Office Manager within a fast-paced small business environment. The position is structured to prioritise high-impact executive support (approximately 60% of time) while also ensuring the smooth day-to-day functioning of office operations (approximately 40% of time). The successful candidate will act as a central coordination point across communication, systems, and processes, helping improve efficiency, maintain organisation, and support business growth.

Key Responsibilities:

Who They'll Support

The VA will split their time between two people:

The Director — needs to free up 20+ hours per fortnight currently lost to email, admin, CRM, and meeting follow-ups so he can focus on business development and winning work.

The Office Manager — needs repetitive data, admin, and compliance tasks taken off her plate so she can focus on contract administration during busy project periods.

Supporting the Director (~60% of time):

• Email inbox management — triage, categorise, flag priorities, draft routine replies using templates
• Update HubSpot CRM — log client interactions, generate weekly reports and dashboards
• Meeting administration — process transcripts (Fireflies/Fathom) into action items, distribute to team, track follow-ups
• Convert voice notes and screen recordings (Loom) into written standard operating procedures
• Social media management — schedule Instagram posts, manage content calendar, respond to comments and DMs
• Recruitment support — post job ads on SEEK, screen applications against criteria, prepare shortlist summaries
• Research and document preparation — competitor research, tender formatting, proposal preparation, presentation support
• Calendar management — schedule meetings, protect focus time blocks, coordinate with clients and subcontractors

Supporting the Office Manager (~40% of time):

• Compile and compare petrol usage across company vehicles (monthly)
• Source quotes and prepare cost comparisons for vehicle insurance and servicing (quarterly)
• Chase missing timesheets from site staff via email/Teams, reconcile timesheet data, liaise with external bookkeeper for pay run processing
• Track expiry dates for tickets/licences, book refresher courses, send reminders to staff
• Data entry, filing, and digital archiving
• Research options and prepare orders for approval for stationery and office supplies
• General administrative support — timesheets, site-related document requests, ad hoc tasks as directed

Required Skills and Qualifications:

• Experience: 2+ years in a Virtual Assistant, Executive Assistant, or administrative support role — preferably supporting a small business owner or director (not a large corporate team)
• Communication: Excellent written and spoken English. This person will be drafting emails to clients, subcontractors, and suppliers on behalf of the Director — they need to sound natural, professional, and confident. No scripts.
• Timezone: Must be available and working during AEST business hours (8:00 AM – 5:00 PM Mon–Fri). This is non-negotiable — we need real-time responsiveness, not async.
• Initiative: We want someone who identifies problems and suggests solutions, not someone who waits to be told what to do. Proactivity is critical.
• Attention to detail: Construction admin involves contracts, compliance documents, and financial data. Errors have real consequences.

Software Proficiency

Must have working experience with:

• Microsoft 365 (Outlook, Excel, Word, Teams, SharePoint) — this is our core platform
• HubSpot CRM — pipeline management, contact records, reporting
• Xero (or MYOB) — basic familiarity for invoicing, timesheet reconciliation, and liaising with our bookkeeper

Strong preference for experience with:

• Canva or similar (social media content creation)
• SEEK or similar job boards (posting and managing ads)
• Fireflies, Fathom, or similar AI meeting transcription tools
• Loom (viewing and processing screen recordings)
• Instagram Business / Meta Business Suite

What Won't Work

To save everyone's time, this role is not a fit for someone who:

• Cannot commit to consistent AEST hours — we need overlap, not flexibility
• Has no experience working with Australian businesses or clients
• Needs heavy supervision — the Director doesn't have time to micromanage, and the whole point of this hire is to buy back time
• Is juggling multiple other clients — we need dedicated focus during business hours

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)