Senior Executive Assistant - Business Operations

Who We Are

At Remotely, we connect exceptional offshore professionals in the Philippines with global businesses looking to scale efficiently. We’re committed to building meaningful work opportunities that empower skilled talent to deliver real impact – anytime, anywhere.

Who the Client Is

The client is an Australian specialist contractor focused on commercial joint sealing. They work across projects from tender through to completion, providing technical expertise, practical planning, quality applications, and compliant outcomes. The business places a strong emphasis on integrity, precision, ownership, proactive communication, and continuous improvement.

Role Overview

We are looking for a highly organised and proactive Senior Executive Assistant - Business Operations to provide direct support to senior leadership while helping keep the wider business organised and moving forward.

This is more than a traditional Executive Assistant role. You will manage executive priorities, coordinate business activities, follow up outstanding actions, support HR and recruitment, assist with marketing, and help implement better systems and processes across the business.

The ideal candidate is confident working independently, comfortable managing multiple priorities, and proactive at identifying what needs to happen next without waiting to be asked.

Key Responsibilities

• Coordinate meetings, prepare agendas, collate information, and record actions
• Prepare professional proposals, reports, presentations, and internal communications
• Coordinate travel arrangements, accommodation, itineraries, and bookings
• Maintain task lists, trackers, registers, and business records
• Liaise with employees, suppliers, consultants, recruiters, and external stakeholders
• Research and source information to support business decisions and projects
• Coordinate day-to-day business activities and improvement projects
• Follow up outstanding operational actions and ensure deadlines are met
• Assist with implementing and documenting new systems, processes, and procedures
• Identify administrative gaps and inefficiencies and suggest practical improvements
• Support fleet administration, office administration, internal events, and general business requirements
• Assist with HR administration, employee documentation, recruitment, onboarding, and offboarding
• Maintain employee records, training records, licences, qualifications, and compliance documentation
• Support marketing activities, including content coordination, social media scheduling, and external marketing providers
• Coordinate photographers, videographers, consultants, and other marketing suppliers
• Assist with sourcing information, photographs, and content for marketing activities
• Coordinate information across Operations, Accounts, Estimating, Sales, and Marketing
• Support new projects, business events, supplier research, and other cross-functional initiatives

Requirements

Qualifications & Skills:

• Previous experience as an Executive Assistant, Senior Administrator, Business Operations Coordinator, or similar role
• Strong experience supporting senior leaders and managing competing priorities
• Experience with Pipedrive CRM, Canva, and Connecteam will be beneficial
• Excellent organisational and time management skills
• Strong written and verbal English communication skills
• Highly proactive with strong follow-through and attention to detail
• Ability to work independently and take ownership without constant supervision
• Confident coordinating with employees, suppliers, consultants, recruiters, and other stakeholders
• Strong ability to research information, identify gaps, and follow up outstanding actions
• Experience preparing professional documents, reports, presentations, and meeting materials
• Experience with HR administration, recruitment coordination, or employee records highly regarded
• Experience supporting marketing coordination and social media activities is advantageous
• Comfortable working across multiple systems, trackers, documents, and business processes
• Strong problem-solving skills with an interest in improving systems and processes
• Discreet and professional when handling confidential business and employee information
• Previous experience supporting clients in AU/US/UK/CA or similar markets highly regarded

Work Arrangement & Expectations:

• Fully remote role supporting an Australian business
• Work closely with senior leadership and support multiple areas of the business
• Take ownership of tasks from start to finish and proactively follow up outstanding actions
• Raise issues, missing information, and potential delays early
• Keep priorities, deadlines, documents, and follow-ups organised
• Be comfortable working across departments and stepping into different areas as business needs change
• Contribute to the development and improvement of systems, processes, and procedures
• Maintain a high standard of accuracy, professionalism, and confidentiality
• Expected to anticipate what information or action may be needed next rather than simply waiting for instructions
• Opportunity to become a trusted operational partner within a growing business as the role develops
• Successful candidates will be expected to reflect this engagement in their LinkedIn profile