[Hiring] Executive Assistant @Hunt St

Role Description

Looking for Philippines-based candidates for the role of Executive Assistant. This position is an independent contractor agreement with a compensation range of $1,500 AUD - $2,500 AUD monthly, aligned to Queensland business hours (AEST), with flexibility for early starts.

As the Executive Assistant, you will support the founder by handling administrative, bookkeeping, and personal tasks, allowing him to focus on his work.

Key Responsibilities

• Executive and personal admin
• Manage the founder’s inbox, flagging important matters and actioning emails on his behalf.
• Track and file council rates, renewals, and other deadlines to maintain a tight schedule.
• Own the founder’s calendar, bookings, and appointments, both business and personal.
• Convert quick texts, calls, and voice notes from the founder into completed tasks, emails, and bookings.
• Make calls and send emails to suppliers, clients, and service providers on the founder’s behalf.
• Track the founder’s movements and maintain a daily journal for cost entry.
• Ensure timely document submissions to clients.
• Bookkeeping and finance
• Maintain the books in Xero, including bank reconciliations and transaction coding.
• Prepare and send client invoices, including flat-fee charges for plant and equipment moves.
• Prepare weekly payroll information ahead of the founder’s Wednesday pay run.
• Organize and keep supplier bills, receipts, and records up to date.
• Communicate with employees regarding bills without addresses or purchase orders.
• Job, plant, and timesheet records
• Record plant and equipment movements between job sites as reported by the founder.
• Maintain the NextMinute work management system by keeping records updated.
• Log staff hours by job and site throughout the week.
• Record material deliveries against the correct job and client.
• Review weekly records with the founder each Wednesday to confirm accuracy.
• Systems and process
• Write SOPs for each workflow to build a playbook for the business.
• Research and compare project management software, run demos, and present recommendations.
• Set up and run the chosen software to maintain accurate information.
• Support cost tracking on jobs as the business scales.
• Manage Excel allocation and running costs for visibility on expenses.
• Schedule and organize machinery maintenance and registrations.

Qualifications

• 3+ years as an Executive Assistant, Personal Assistant, or Admin Assistant supporting a business owner.
• Bookkeeping experience, ideally with Xero (reconciliations, invoicing, bills).
• Excellent spoken and written English; confident on the phone with Australian businesses.
• Highly organized, with strong follow-through on deadlines and payments.
• Proactive and resourceful; able to take short instructions and run with them.

Highly Regarded

• Experience in construction, civil, earthworks, trades, or plant hire.
• Familiarity with construction terms such as plant, tonnages, takeoffs, and site deliveries.
• Payroll and timesheet experience, including Australian payroll basics.
• Experience with job management software such as NextMinute, ServiceM8, Buildxact, Tradify, or similar.
• Experience supporting Australian clients and working to AEST.

Tools You’ll Use

• Xero
• Email and calendar (Google Workspace or Microsoft 365)
• Phone and SMS/WhatsApp
• Cloud file storage
• A project management platform once selected

Who You Are

Attitude comes first. You're calm, reliable, and switched on, enjoying bringing order to a busy, fast-moving business. You're comfortable with quick communication and take pride in ensuring nothing gets missed. You're eager to learn about the construction side and grow with the business.

Work Arrangement & Expectations

This is a remote role set up as an independent contractor engagement. Successful candidates will be expected to:

• Disclose any existing ongoing roles or client work.
• Reflect this engagement on their LinkedIn profile, clearly marked as “Independent Contractor.”