Executive Assistant (001-0341)

Looking for Filipino (Philippines-based) candidates

Job Role: Executive Assistant

Compensation range: $1,800 – $2,000 AUD monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

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:

A professional services firm working in the property and construction space, providing end-to-end solutions from acquisition to exit. Specializing in Acquisitions, Capital Structuring, Development Advisory, and Project Management across various asset classes, they maximize profits, reduce costs, and ensure long-term success in a dynamic property and construction market.

Role Overview:

The Executive Assistant (EA) plays a pivotal role in enabling the Managing Director (MD) to operate at peak effectiveness by providing proactive administrative, strategic, and business development support. This role goes beyond traditional executive assistance—requiring strong commercial acumen, exceptional organisational skills, and the ability to anticipate needs in a fast-paced, client-facing environment.

The EA will serve as a trusted right hand to the MD, ensuring seamless execution of daily priorities, effective time management, and coordination across the Business Development (BD) team, marketing initiatives, and key client interactions.

Key Responsibilities: 

1. Strategic Calendar & Meeting Management

• Proactively schedule and coordinate BD and marketing meetings with potential clients across the four Business Development Managers (BDMs).
• Ensure meetings are aligned with the MD’s availability, business priorities, and strategic objectives.
• Block focused time for deep work, strategic planning, and business growth initiatives, effectively minimising distractions and low-priority engagements.
• Prepare comprehensive briefing notes for all meetings—including attendee bios, agendas, background materials, and supporting documents—to ensure the MD is fully prepared and informed.
• Support the planning and coordination of thought leadership and industry events, managing logistics and ensuring the MD’s participation adds strategic value.
  

2. Email & Communication Oversight

• Manage and prioritise the MD’s inbox by triaging emails, flagging urgent or high-impact correspondence, and filtering out low-value communications.
• Draft, review, and send professional communications on behalf of the MD where appropriate.
• Maintain a follow-up tracking system to ensure all commitments, responses, and outstanding items are actioned promptly.
• Liaise with internal and external stakeholders to streamline communication and uphold professional correspondence standards.

3. Administrative & Operational Support

• Manage the MD’s personal and professional logistics, including travel, appointments, family commitments, and personal errands, to reduce operational and cognitive load.
• Coordinate internal workflows such as document reviews, approvals, and team communications—ensuring smooth information flow between the MD and all departments.
• Support special projects, business initiatives, and ad hoc tasks as delegated by the MD.
• Maintain confidentiality and discretion in all matters involving the MD’s office.

4. Business Development Enablement

• Track BD activity across all four BDMs—monitoring deals, follow-ups, and task completion within HubSpot.
• Assist with the organisation and execution of client engagement campaigns, including event invitations, email sequences, and follow-up actions that contribute to pipeline growth.
• Conduct market and contact research to identify active leads and potential opportunities, ensuring CRM data is current and accurate.
• Coordinate invitations and meeting arrangements for new leads and BD-related events, ensuring effective alignment between the BD team and the MD’s schedule.
• Collaborate with the CRM Technology Manager for data accuracy and reporting, without assuming CRM administration duties.
• HubSpot experience is highly regarded.

Required Skills and Qualifications:

• 5+ years of experience in executive support, ideally supporting C-level or Managing Director roles.
• Background in professional services, business development, or marketing environments highly desirable.
• Strong understanding of CRM systems and workflow coordination.
• Event coordination or project management experience will be an advantage.

Success in this Role Looks Like:

• The MD’s time and attention are consistently focused on strategic, high-value priorities.
• BD and marketing meetings are seamlessly coordinated and productive.
• No follow-up, task, or communication slips through the cracks.
• Internal and external stakeholders experience professionalism, clarity, and reliability in every interaction.
• The MD operates efficiently, informed, and supported—free to focus on business growth and leadership.

Work Arrangement & Expectations:

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

To ensure alignment and transparency, successful candidates will be expected to:

• Be available for meetings and collaboration during core [AEST or PHT] business hours
• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)