Executive Assistant / Junior Chief of Staff

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 roles are 100% remote, allowing you to work from home.

Who The Client Is: A Sydney-based luxury interior design studio specializing in highly personalized homes. They create spaces that balance sophisticated design with warmth, functionality, and individuality. Their multidisciplinary team collaborates with clients, builders, architects, and design professionals to guide projects from concept to completion. Their approach combines creative thinking, detailed planning, advanced visualization, and a deep understanding of the build process.

Role Overview: We are seeking a highly capable Executive Assistant / Junior Chief of Staff to serve as the CEO’s operational right hand. This role involves managing the CEO’s inbox and calendar, coordinating meetings and travel, preparing briefings, and ensuring priorities, commitments, and follow-ups are completed. A major focus will be using AI and automation to reduce administrative tasks and improve efficiency. You will build systems for email triage, meeting summaries, action items, research, document drafting, SOPs, automated follow-ups, reporting, and CEO briefing materials. The ideal candidate is proactive, highly organized, commercially aware, and confident in working independently while continuously finding smarter ways to support the CEO.

Key Responsibilities:

Executive Support

• Manage the CEO’s inbox, calendar, meetings, and daily priorities.
• Triage incoming requests and determine what requires CEO attention.
• Prepare daily briefings, meeting agendas, notes, and follow-up actions.
• Coordinate travel, bookings, appointments, and scheduling.
• Handle sensitive, confidential, and relationship-based communications.
• Track CEO commitments, deadlines, projects, and outstanding actions.

Coordination & Follow-Through

• Follow up with staff, contractors, clients, and stakeholders on outstanding actions.
• Maintain visibility over deadlines and deliverables.
• Ensure agreed actions from meetings are assigned, tracked, and completed.
• Identify potential issues or delays and escalate them before they become problems.
• Support the CEO with research, decision preparation, and ad-hoc projects.

AI & Automation

• Use AI to reduce repetitive administration and improve the CEO’s workflow.
• Build systems for email triage, first-draft responses, and information summarization.
• Utilize AI for meeting transcription, summaries, action items, and follow-ups.
• Research and prepare concise briefing documents and decision-support materials.
• Draft presentations, documents, SOPs, and internal communications.
• Develop automated reminders, reporting, and weekly CEO updates.
• Continuously identify opportunities to improve workflows through AI and automation.