Executive Assistant (AU) - Hybrid in Ortigas

About the role

A growing Australian commercial construction business is looking for a proactive and highly organised Executive Assistant to support its Managing Director. The role covers executive support, administration, document management, reporting and business coordination, working closely with the MD on calendars, inboxes, follow-ups and key administrative processes. It is a full-time hybrid position based in Ortigas, Pasig, with an 8:00 AM to 5:00 PM schedule (AEST).

Key responsibilities

• Inbox and calendar: manage the MD's inbox, draft client and stakeholder responses, coordinate meetings, site visits and travel, and prepare daily summaries.
• Sales and lead management: log enquiries in the CRM, schedule client meetings, follow up proposals and quotations, and maintain sales pipeline records.
• Estimating support: gather drawings and specifications, request and proofread quotations and proposals.
• Documents and correspondence: prepare letters, proposals, contracts and notices, and keep a well-named Google Drive filing system.
• Finance and reporting: follow up client invoices, prepare weekly business snapshots and support the Finance Manager.
• Team and operations: run weekly team meetings, record minutes, follow up on actions and maintain procedures and checklists.
• HR management: handle recruitment, onboarding and offboarding, employee records, policies and leave records in HR Central.
• Other businesses and ad hoc support: provide administrative support to other business interests and one-off projects.

Required profile

• At least 2 years of HR administration or generalist experience, including recruitment, onboarding and employee records.
• Excellent written and spoken English.
• Proactive, detail-oriented, able to manage multiple priorities and work independently.
• Experience in HR Central or in the construction, trades or building industry is highly regarded; experience supporting Australian businesses is also valued.

Required skills

• Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
• CRM platforms such as Zoho or HubSpot
• Familiarity with Buildxact, Xero or construction project management software is highly regarded

What we offer

• HMO, dental and life insurance for you and one free dependent from day one.
• Uncapped placement incentives.
• Ongoing training and upskilling.
• Paid leaves including birthday, vacation, medical and maternity, with up to 6 vacation days convertible to cash on your anniversary.
• Employee engagement activities such as a year-end party, family day and team building.