Executive Assistant – Remote (Australia-based)

About the role

We are looking for a highly organised and proactive Executive Assistant to support the Head of Operations of an Australian‑owned construction and heavy‑industry solutions provider. The role is 100% remote, based in the Philippines, and operates under an Independent Contractor Agreement.

Key responsibilities

• Manage and prioritise incoming emails, flag urgent matters and draft responses for review.
• Coordinate internal and external communications, follow up on approvals and client responses.
• Prepare, organise and maintain quote documentation, project files and supporting records.
• Track quote progress, revisions, approvals and outstanding client actions.
• Assist with project and job setup, ensuring accurate documentation and registers.
• Support HR onboarding by preparing employment documents, maintaining checklists and tracking probation periods.
• Maintain accurate client, supplier, subcontractor and internal contact registers.
• Prepare meeting agendas, record minutes, track action items and follow up until completion.
• Maintain contract registers and ensure project documentation is complete and accessible.
• Manage the Head of Operations' task list, tracking priorities, deadlines and actions across multiple projects.
• Prepare weekly operations reports highlighting updates, milestones, risks and key priorities.
• Handle confidential information professionally and escalate high‑risk matters as needed.

Required profile

• Highly organised and proactive with strong attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Professional handling of confidential and sensitive information.
• Excellent written communication skills for drafting emails and reports.

Required skills