Executive Assistant | AU | Hybrid in Ortigas
- Compensation
- Not disclosed
- Location
- Ortigas, Pasig City, Philippines
- Work setup
- Not specified
- Seniority
- Not specified
- Employment
- Full time
- Experience
- 2+ years
- Category
- Administration
- Posted
Skills
Must have
- 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.
Full description
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?
We’re looking for a proactive and highly organised Executive Assistant to support a growing Australian commercial construction business. In this role, you'll 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, you'll 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. You'll have the opportunity to contribute ideas, improve processes, and become a trusted partner in supporting the ongoing success of the business.
What You’ll Do
You’ll be the kind of person who:
Inbox and Calendar
- Manage the Managing Director's 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 Director's 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.