Executive Assistant(Client and CEO Support) - (004 - 00217)

Looking for Filipino (Philippines-based) candidates

Job Role: Executive Assistant(Client and CEO Support) - (004 - 00217)

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.

Compensation range: up to 1,800 AUD / Month (Depends on the client assessment)

Contract Type: Independent Contractor Agreement; Full-Time; Remote

Who The Client Is:

Our client is the CEO of a trusted and growing strata management firm based in Sydney, Australia. With a remote team of four already supporting day-to-day operations, the CEO is now seeking a highly capable offshore Executive Assistant to help streamline internal systems and elevate client service. Known for their hands-on leadership style and dedication to building strong processes, the CEO is looking for a reliable and proactive partner who can keep operations running smoothly while helping document and improve business procedures.

Role Overview:

This role offers an exciting opportunity for a detail-oriented Executive Assistant to join a strata management business in a long-term, remote capacity. You will provide direct support to the CEO across both customer-facing and internal operations. Your responsibilities will span calendar and email management, general administration, light bookkeeping, and project coordination—while also assisting in updating business systems and documenting standard operating procedures (SOPs).

You’ll also be a key point of contact for handling routine property and strata-related tasks such as work order processing, roll updates, levy matters, insurance claims, and more—all guided by established business processes.

The ideal candidate will be experienced, self-driven, and highly organized, with a strong understanding of real estate or property management. This is a full-time role (5 days/week preferred), though 4 days/week may be considered for the right candidate. Availability to meet in-person during the CEO’s occasional visits to Manila (3 times a year) is also required.

Key Responsibilities: 

Executive and Business Support

• Manage CEO’s calendar, appointments, and daily priorities
• Organize, monitor, and respond to emails
• Assist in setting up and maintaining SOPs and internal workflows
• Provide basic bookkeeping and payroll support, including preparing financial summaries
• Draft, format, and manage business documents and presentations
• Conduct research and handle general administrative duties
• Coordinate travel arrangements and logistics
• Order and manage business supplies
• Provide transcription and note-taking support during meetings
• Update records, dashboards, and CRMs
• Assist in coordinating with external website and social media partners

Strata & Customer Support Tasks

• Handle communication with owners, agents, and tenants via email, phone, and SMS
• Process and issue work orders, quote requests, and access device requests
• Update property rolls with owner, tenant, and agent information
• Assist with levy processing, account inquiries, arrears follow-ups, and debt collection coordination
• Prepare Section 184 Certificates and handle related payments
• Coordinate insurance claims and policy renewals
• Maintain digital records and provide documents for authorized searches
• Assist in preparing meeting agendas, minutes, and contract documentation
• Support invoicing, payment processing, and expense tracking (with proper approvals)
• Help coordinate legal documentation under instruction from the Strata Manager

• Minimum of 3 years' experience in an Executive Assistant, Virtual Assistant, or property administration role 
• Background in real estate, strata management, or property maintenance is highly preferred
• Working knowledge of accounting or payroll processes
• Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Drive)
• Strong written and verbal communication skills
• Excellent organizational and time-management skills
• Comfortable working independently and managing competing priorities
• Detail-oriented with a proactive, problem-solving mindset
• Ability to maintain confidentiality and handle sensitive information
• Must be available for occasional in-person meetings during CEO visits to Manila (3x per year)
• Open to either a 4-day or 5-day work week (preference for 5 days)

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”)