Executive Assistant & Project Coordinator

Status: Part-Time (20 hours/week)
Schedule: 9:00 AM to 1:00 PM Brisbane (7:00 AM to 11:00 AM PHT)

Why Choose Remote Staff?

• 100% Work from Home. No office-based setups. Manage your time efficiently and enjoy work-life balance.
• 18+ years in the remote work industry. We’ve helped more than 8K Filipinos establish virtual careers with international clients since 2007.
• Competitive and negotiable compensation (depending on skill level & experience).
• 100% coverage on Government Contributions Remittance* to SSS, Philhealth and Pag-ibig. Traditional employment set-ups cover only 50%, while you shoulder the other half as a salary deduction.

*Terms and conditions apply.

Reminders

• Applying to Remote Staff is 100% FREE.
• Processing your application is 100% FREE.
• We will NEVER ask for placement fees, bank details, GCash accounts, training fees, reservation fees, or any form of payment.

Key Responsibilities

• Strategic Project Management: Translate verbal strategies, conceptual ideas, and leadership syncs into highly detailed, linear project roadmaps, actionable timelines, and tracking systems.
• Meeting Lifecycle Governance: Oversee executive and leadership management meetings by setting and distributing structured agendas using internal templates, taking exhaustive minutes, and converting discussions into tracked weekly deliverables.
• Accountability Loops: Proactively follow up with internal team members and leadership stakeholders regarding project progress, ensuring deadlines are respected via polite, professional, and clear communication.
• Executive Briefings: Compile and deliver concise daily morning briefings detailing high-priority objectives, schedule constraints, and required touchpoints, followed by an end-of-week operational recap.
• Document Control & Systems Expansion: Structure, organize, and maintain the company's centralized document repository, building out new processes and building functional knowledge management systems.
• Administrative Operations: Draft, polish, and dispatch critical emails, formal letters, and communications on behalf of the executive team, maximizing their daily productivity.
• Workflow Standardization: Document internal corporate knowledge by creating, mapping, and refining standard operating procedures (SOPs) and policy documentation.
• Stakeholder Relations & Escalation Buffer: Act as an empathetic, exceptionally clear point of contact for NDIS participants, support workers, and plan managers, facilitating seamless messaging and resolving baseline operational friction.
• Niche Compliance & Auditing Support: Assist the leadership team in maintaining strict alignment with NDIS pricing arrangements, limits, and quality guidelines through meticulous administrative auditing.
• Cross-Functional Synergy: Interface naturally with service delivery coordinators and administrative staff to ensure company-wide awareness of high-priority operational targets.

Required Skills & Experience
Technical Expertise

• High-level administrative or project coordination experience within a regulated, client-facing industry (healthcare, NDIS, or allied health sectors are heavily prioritized).
• Advanced capability in turning raw, unstructured data or audio recordings into clear business documentation and linear action items.
• Proven track record of managing multi-stakeholder project milestones without direct supervision.

Software Proficiency

• Microsoft 365 Ecosystem: Advanced proficiency across Microsoft Teams, SharePoint (including page creation and permission management), OneDrive, Word, Excel, and Outlook.
• AI-Assisted Productivity: Experience leveraging Microsoft Copilot or similar generative tools to accelerate transcription analysis, summarization, and draft creation.
• Specialized Operational Tools: Exposure to or direct knowledge of NDIS-focused systems such as ShiftCare (client management and rostering) and ShiftHR (onboarding/policy tracking) is highly desirable.
• Document Security Tools: Proficiency with Adobe Acrobat for document composition, text manipulation, and secure digital signature workflows.

Industry Knowledge

• Foundational understanding of the NDIS structure, including the relationships between participants, service providers, plan managers, and the NDIA.
• Acute awareness of healthcare data privacy standards, strict intellectual property management, and information security best practices.

What We’re Looking For

• Assertive Empathy: A balanced communication style that combines warmth and compassion for the disability sector with the professional drive needed to keep leadership accountable.
• High Initiative & Autonomy: An "ideas person" who thrives when bringing order to chaos, operating independently, and solving structural gaps before they escalate.
• Verbal Clarity: Exceptionally polished English pronunciation and clear speech delivery, vital for communicating effectively with participants who experience speech or cognitive difficulties.
• Offshore Resilience: A professional who excels in a fully remote environment, possesses a verified, enterprise-grade hardware setup, and is deeply committed to long-term data security protocols.