[Hiring] Executive Assistant & Project Coordinator @RunRemote

Role Description

We're looking for an Executive Assistant & Project Coordinator to support the three principals of a growing Australian property development and civil construction business. If you're highly organised, proactive, confident managing multiple priorities, and someone who can keep projects, documents and people moving without constant supervision, this could be the role for you!

• 🌎 100% Remote
• 💵 Salary: AU$2,800-AU$3,000/month
• 📍 Philippines – Reporting to the Australian Team, 9:00AM-6:00PM AU Time
• 🕒 Full Time
• 📄 Independent Contractor

In your day-to-day, you will:

• Executive & Administrative Support
  • Manage calendars, meetings, emails and correspondence for the principals.
  • Provide day-to-day administrative support to three principals.
  • Act as a reliable point of contact for principals.
  • Anticipate the principals’ needs and manage outstanding priorities.
  • Exercise sound judgement when handling requests.
• Project Coordination & Follow-ups
  • Monitor project management systems and track outstanding tasks.
  • Help the principals stay organised when managing multiple projects.
  • Coordinate project-related requests and communications.
  • Follow through on requests from initial instruction to completion.
  • Provide practical administrative support for on-site activities.
• Document & Data Management
  • Maintain accurate, organised and up-to-date project files and records.
  • Save incoming drawings, engineering reports, and other documentation.
  • Ensure the latest approved versions of documents are readily accessible.
  • Retrieve the correct plans, reports and project records promptly.
  • Develop a practical understanding of the business's project documentation.
• Communication & Relationship Management
  • Act as a key communication link between the principals and stakeholders.
  • Manage stakeholder follow-ups and updates on outstanding deliverables.
  • Use emotional intelligence and sound judgement to adapt communication style.
  • Build and maintain professional relationships with stakeholders.
• Property Acquisitions & General Business Support
  • Provide administrative support for property acquisitions.
  • Retrieve, organise and maintain property and project records.
  • Support general project and business administration.
• Marketing & Communications Support
  • Coordinate and schedule marketing communications.
  • Track upcoming marketing activities and outstanding tasks.
• Process Improvement & AI-Supported Workflows
  • Identify opportunities to improve administrative workflows.
  • Use AI tools and digital systems where appropriate.
  • Take initiative in learning new systems and maintaining workflows.

Qualifications

• 4+ years of demonstrated experience in an Executive Assistant, Project Coordinator, or similar role.
• Exceptional organisational skills and attention to detail.
• Proven ability to track tasks and manage follow-ups.
• Excellent written and verbal English communication skills.
• Strong interpersonal skills and emotional intelligence.
• Sound judgement and prioritisation skills.
• Strong computer literacy and ability to work independently.

Requirements

• Experience in property development, civil construction, or project-based industry.
• Familiarity with technical project documentation.
• Experience supporting founders, directors, or business owners.
• Familiarity with Monday.com or similar project management platforms.
• Experience in property acquisitions or buyer database management.
• Exposure to marketing coordination or AI tools.

Benefits

• Great opportunities for career growth.
• Opportunity to work in an amazing environment.