Executive Assistant & Project Coordinator (Remote)

About the role

A growing Australian property development and civil construction business is looking for an Executive Assistant and Project Coordinator to support its three principals. The role is 100% remote, based in the Philippines, reporting to the Australian team during 9:00 AM to 6:00 PM Australian time, full time and as an independent contractor. The salary is AU$2,800 to AU$3,000 per month.

Key responsibilities

• Executive and administrative support: manage calendars, meetings, emails and correspondence, draft emails for review, act as a point of contact for principals on-site or away, and track deadlines and reminders.
• Project coordination: monitor project management systems, follow up with consultants, engineers and contractors, and coordinate project requests and communications.
• Document and data management: keep project files and records organised on OneDrive and spreadsheets, save drawings, reports, contracts and plans in the correct folders, and archive superseded versions.
• Communication: act as a link between principals, consultants, contractors, suppliers and other stakeholders, updating them on progress and outstanding deliverables.
• Property acquisitions and business support: prepare acquisition correspondence, maintain property and project records, and keep prospective buyer information and CRM records.
• Marketing support: schedule and coordinate social media posts, EDMs and newsletters, and track upcoming communications.
• Process improvement: identify ways to streamline workflows and use AI tools and digital systems to improve efficiency.

Required profile

• 4+ years of experience as an Executive Assistant, Project Coordinator, Project Administrator or Operations Coordinator.
• Exceptional organisational skills and attention to detail when managing multiple projects, documents and deadlines.
• Proven ability to track tasks, manage follow-ups and complete work without constant supervision.
• Excellent written and verbal English, and strong interpersonal skills and emotional intelligence.