Executive Assistant

EXECUTIVE ASSISTANT (Remote – Philippines)
Client: Australian Facilities Services Business

We're looking for a highly organised, detail-oriented Executive Assistant to provide direct, high-level support to leadership at our Australian, family-owned facilities services client — while also playing a key role in keeping operations and HR processes running smoothly across multiple entities.

About the Role
This is far more than a traditional support role. As a central point of coordination across the business, you'll help keep leadership organised and informed, support smooth day-to-day operations, and assist with HR processes that keep the team functioning. If you're proactive, thrive on structure, and can juggle multiple priorities in a fast-paced, multi-entity environment, this one's for you.

What You'll Be Doing

Executive Support

• Support leadership's calendar, scheduling, correspondence, and travel arrangements
• Help prepare briefing materials, agendas, and follow-up actions for meetings
• Handle sensitive and confidential information with a high level of discretion and professionalism
• Support leadership's communication with internal and external stakeholders, helping ensure messages, requests, and follow-ups are handled promptly and professionally

Operational Support & Cross-Entity Coordination

• Support daily operational workflows across multiple entities, helping coordinate with Team Leaders to ensure jobs are completed
• Help coordinate between teams to support alignment and execution
• Help manage incoming operational communications (admin mailbox, 3CX, social channels) with professionalism and commercial awareness
• Support dispatching, routing coordination, and client communication in a high-volume environment
• Review technician timesheets to support Team Supervisor approval

Process Support & Continuous Improvement

• Help develop, refine, and implement SOPs, operational frameworks, and internal systems
• Help identify inefficiencies and flag them to support scalable improvements
• Support system upgrades and process automation initiatives
• Help ensure compliance with internal governance and industry regulations

Administrative Support & Reporting

• Help maintain operational dashboards and performance trackers
• Support data analysis to help inform leadership decision-making and reporting
• Help prepare executive-level reports, internal memos, meeting summaries, and operational updates
• Help track task progression and follow up with stakeholders on deadlines

Logistics, Procurement & Resource Support

• Help coordinate inventory, procurement, and resource allocation across entities
• Support logistics planning, deliveries, and scheduling to maintain operational continuity
• Help identify potential operational bottlenecks and flag preventative solutions

Vendor & Stakeholder Support

• Support contract administration and vendor communications
• Help coordinate communication between external providers and internal leadership
• Help maintain vendor documentation and compliance records

Sales & Client Support Integration

• Forward sales leads to the Sales team within a required timeframe
• Help prepare agreements and create jobs for scheduling
• Help maintain CRM accuracy and lead tracking
• Help prepare client-facing reports and presentation materials for performance discussions

Recruitment & Onboarding Support

• Assist with recruitment processes across multiple business units when needed
• Support candidate communication, screening, and interview scheduling
• Help coordinate onboarding, documentation, and new starter readiness

HR Operations & Administration Support

• Provide general administrative support to HR activities
• Help maintain accurate and up-to-date employee records and documentation
• Support the preparation of employment contracts, letters, and HR-related documents
• Assist with payroll coordination activities, including follow-ups and data checks
• Support HR reporting, audits, and compliance documentation
• Help track probation periods, time-off records, and employee milestones

Employee Support & Coordination

• Help respond to general employee queries and support requests
• Support coordination of employee communications and internal announcements
• Assist with employee engagement initiatives and activities
• Maintain professionalism and confidentiality in all interactions

Our Core Values (How We Work)

• Precision — We're addicted to getting things right
• Own It — We take responsibility, learn from mistakes, and move forward
• Find a Way — Obstacle in the way? We figure it out together
• Open to Growth — Hungry to learn and build your skills
• Huge Hearts — We genuinely care about our people and community
• Light-hearted — We work hard, but we keep it fun, positive, and adventurous

What You Bring

• Prior experience as an Executive Assistant, Operations Coordinator, or similar support role (Australian client experience a big plus)
• Strong written and verbal English communication skills
• Highly organised with excellent attention to detail
• Comfortable working independently and managing multiple priorities
• A proactive attitude, sound judgement, and a genuine desire to support leadership and the wider team

Ready to Join Us?
If this sounds like you, send in your application now! If you have any questions, send an email to [email protected].