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Executive Assistant | AU | Hybrid in Ortigas
Job Location:
Job Location:
National Capital Region - Philippines
Monthly Salary:
PHP 60000 - 90000
Monthly Salary:
Experience Required:
3years
Experience Required:
Posted:
9 October 2026 (17 days ago)
Posted:
Application Deadline:
6 January 2027
Application Deadline:
Vacancies:
1 Vacancy
Vacancies:
Job Summary
Setup and Location: Hybrid in Ortigas Pasig
Work Schedule: 8:00 AM-5:00 PM (AEST) 05:00 AM-2:00 PM (PH Time)
Employment Type: Full-time
Ready to do work that actually excites you
Were looking for a proactive and highly organised Executive Assistant and Administration Coordinator to support a growing Australian commercial construction this role youll take ownership of executive support administration document management reporting and business coordination helping keep projects leads and day-to-day operations running smoothly.
Working closely with the Managing Director youll manage calendars inboxes follow-ups documentation and key administrative processes ensuring nothing falls through the cracks. This is an excellent opportunity for someone who enjoys taking initiative solving problems and creating structure in a fast-paced environment where they can make a real impact on business growth.
This role is ideal for someone who thrives on accountability has exceptional attention to detail and enjoys being the person who keeps everything organised behind the scenes. Youll have the opportunity to contribute ideas improve processes and become a trusted partner in supporting the ongoing success of the business.
What Youll Do
Youll be the kind of person who:
Inbox and Calendar
- Manage the Managing Directors inbox by actioning delegating filing and flagging emails as needed.
- Draft responses to clients subcontractors suppliers and key stakeholders for approval.
- Coordinate and manage the Managing Directors calendar including meetings site visits and travel schedules.
- Prepare daily summaries highlighting meetings priorities urgent matters and outstanding follow-ups.
Sales and Lead Management
- Log and manage new enquiries within the CRM ensuring information is kept accurate and up to date.
- Schedule client meetings and coordinate confirmations and reminders.
- Follow up on submitted proposals and quotations to support sales and business development activities.
- Maintain and update sales pipeline records and assist with reporting on lead activity and conversion metrics.
Estimating Support
- Gather drawings specifications and client briefs and organise them into structured job folders.
- Request and follow up on quotations from subcontractors and suppliers.
- Format review and proofread quotations and proposals before submission.
Documents and Correspondence
- Prepare letters proposals contracts notices and other business documents using company templates.
- Maintain an organised Google Drive filing system with consistent naming conventions.
- Proofread all outgoing documents to ensure accuracy professionalism and appropriate tone.
Finance and Reporting Support
- Assist with following up outstanding client invoices using approved communication templates.
- Prepare weekly business snapshots covering revenue performance receivables and sales pipeline activity.
- Support the Finance Manager by collecting and organising required documentation.
- Assist with reporting activities with no payment approval authority.
Team and Operations Support
- Coordinate weekly team meetings and record meeting minutes and action items.
- Follow up with team members on assigned actions and deadlines.
- Maintain and update process documentation procedures and checklists.
HR Management
- Manage day-to-day HR administration through HR Central.
- Coordinate recruitment activities including job advertisements applicant screening interview scheduling and reference checks.
- Manage onboarding and offboarding processes including contracts inductions licences certifications and system access.
- Maintain accurate employee records policies and position descriptions within HR Central.
- Track probation reviews performance reviews and employee leave records.
- Prepare HR documentation using approved templates for management review and sign-off.
Other Businesses and Ad Hoc Support
- Provide administrative support to other business interests as required while maintaining confidentiality and professionalism.
- Conduct research coordinate bookings and complete one-off administrative projects as directed.
- Support ad hoc business initiatives and operational requirements as needed.
Requirements
What You Bring
Were looking for someone with:
- Has at least 2 years of HR administration or generalist experience including recruitment onboarding and employee records management.
- Has excellent written and spoken English skills with the ability to communicate clearly and professionally.
- Has strong Google Workspace skills including Gmail Calendar Drive Docs and Sheets.
- Has experience using CRM platforms such as Zoho HubSpot or similar systems.
- Familiarity with Buildxact Xero or construction project management software would be highly regarded.
- Has a proactive mindset and the ability to identify issues early and recommend solutions.
- Has exceptional organisational skills attention to detail and the ability to manage multiple priorities.
- Has the ability to work independently take ownership of responsibilities and follow through on commitments.
- Experience using HR Central or a similar HR management platform would be highly regarded.
- Experience within the construction trades or building industry would be highly regarded.
- Experience supporting Australian businesses would be highly regarded.
Benefits
Why Youll Love Working Here
- HMO dental and life insurance for you and one free dependent from day one with the option to add more.
- Uncapped placement incentives.
- Ongoing training and upskilling opportunities.
- Paid leaves including birthday vacation medical and maternity with up to 6 vacation days convertible to cash on your anniversary.
- Employee engagement activities such as year-end party family day team building and more.
Lets Talk
If youre thinking this sounds like meit probably is. Click apply. We cant wait to meet you.
Required Skills:
Has at least 2 years of HR administration or generalist experience including recruitment onboarding and employee records management. Has excellent written and spoken English skills with the ability to communicate clearly and professionally. Has strong Google Workspace skills including Gmail Calendar Drive Docs and Sheets. Has experience using CRM platforms such as Zoho HubSpot or similar systems. Familiarity with Buildxact Xero or construction project management software would be highly regarded. Has a proactive mindset and the ability to identify issues early and recommend solutions. Has exceptional organisational skills attention to detail and the ability to manage multiple priorities. Has the ability to work independently take ownership of responsibilities and follow through on commitments. Experience using HR Central or a similar HR management platform would be highly regarded. Experience within the construction trades or building industry would be highly regarded. Experience supporting Australian businesses would be highly regarded.
