Virtual Assistant - Construction (026-795)

Hunt St; Sydney; Hybrid; AUD 17,000 - 22,000; Full time

Job summary

Hunt St is seeking a Philippines-based Executive Assistant to support a Sydney-based client. This remote role is offered as an Independent Contractor engagement, aligned with AU business hours (8:00 AM – 5:00 PM AEST, Mon–Fri).

Responsibilities include email and CRM management, meeting coordination, document preparation, data entry, and general admin tasks to keep the Director and Office Manager operating efficiently.

Qualifications

• 2+ years in a Virtual Assistant or Executive Assistant role.
• Excellent written and spoken English; professional tone.
• Available to work during AU business hours.
• Proactive, detail-oriented and able to handle contracts and data.

Responsibilities

• Manage email inbox, CRM updates, and weekly reports.
• Coordinate meetings, process transcripts, and action items.
• Create SOPs from voice notes and screen recordings.
• Support recruitment ads, research, and proposals.
• Handle data entry, filing, and general admin tasks.

Skills

Executive Assistant experience

English communication

AEST overlap

Proactivity

Attention to detail

Tools

Microsoft 365

HubSpot CRM

Xero/MYOB

Canva

SEEK

Fireflies / Fathom

Loom

Instagram Business

Job description

Looking for Philippines-based candidates

Job Role: Executive Assistant

Compensation range: $1,500 AUD - $2,000 AUD / Monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU business hours (approx. 8 AM - 5 PM AEST, Monday to Friday)

Who We Are:

At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is:

The client is a boutique Sydney-based construction firm specialising in architect-led, high-end residential projects along with select commercial work. Their projects are known for exceptional craftsmanship, precise detailing, and a deliberate quality-first approach that consistently delivers award-calibre outcomes.

Role Overview:

This role provides comprehensive administrative and operational support to the Director and Office Manager within a fast-paced small business environment. The position is structured to prioritise high-impact executive support (approximately 60% of time) while also ensuring the smooth day-to-day functioning of office operations (approximately 40% of time). The successful candidate will act as a central coordination point across communication, systems, and processes, helping improve efficiency, maintain organisation, and support business growth.

Key Responsibilities:

Who They'll Support

The VA will split their time between two people:

• Director - needs to free up 20+ hours per fortnight currently lost to email, admin, CRM, and meeting follow-ups so he can focus on business development and winning work.
• Office Manager - needs repetitive data, admin, and compliance tasks taken off her plate so she can focus on contract administration during busy project periods.green

Supporting the Director (~60% of time):

• Email inbox management - triage, categorise, flag priorities, draft routine replies using templates
• HubSpot CRM - update pipeline, log client interactions, generate weekly reports and dashboards
• Meeting administration - process transcripts (Fireflies/Fathom) into action items, distribute to team, track follow-ups
• SOP documentation - convert voice notes and screen recordings (Loom) into written standard operating procedures
• Social media management - schedule Instagram posts, manage content calendar, respond to comments and DMs
• Recruitment support - post job ads on SEEK, screen applications against criteria, prepare shortlist summaries
• Research and document preparation - competitor research, tender formatting, proposal preparation, presentation support
• Calendar management - schedule meetings, protect focus time blocks, coordinate with clients and subcontractors

Supporting the Office Manager (~40% of time):

• Fuel card statements - compile and compare petrol usage across company vehicles (monthly)
• Vehicle insurance and servicing - source quotes, prepare cost comparisons (quarterly)
• Payroll administration - chase missing timesheets from site staff via email/Teams, reconcile timesheet data, liaise with external bookkeeper for pay run processing
• Training and compliance reminders - track expiry dates for tickets/licences, book refresher courses, send reminders to staff
• Data entry, filing, and digital archiving
• Stationery and office supplies - research options, prepare orders for approval
• General administrative support - timesheets, site-related document requests, ad hoc tasks as directed

Required Skills and Qualifications:

• Experience: 2+ years in a Virtual Assistant, Executive Assistant, or administrative support role - preferably supporting a small business owner or director (not a large corporate team)
• Communication: Excellent written and spoken English. This person will be drafting emails to clients, subcontractors, and suppliers on behalf of the Director - they need to sound natural, professional, and confident. No scripts.
• Timezone: Must be available and working during AEST business hours (8:00 AM - 5:00 PM Mon-Fri). This is non-negotiable - we need real-time responsiveness, not async.
• Initiative: We want someone who identifies problems and suggests solutions, not someone who waits to be told what to do. Proactivity is critical.
• Attention to detail: Construction admin involves contracts, compliance documents, and financial data. Errors have real consequences.

Software Proficiency

Must have working experience with:

• Microsoft 365 (Outlook, Excel, Word, Teams, SharePoint) – this is our core platform
• HubSpot CRM – pipeline management, contact records, reporting
• Xero (or MYOB) – basic familiarity for invoicing, timesheet reconciliation, and liaising with our bookkeeper

Strong preference for experience with:

• Canva or similar (social media content creation)
• SEEK or similar job boards (posting and managing ads)
• Fireflies, Fathom, or similar AI meeting transcription tools
• Loom (viewing and processing screen recordings)
• Instagram Business / Meta Business Suite

What Won't Work

To save everyone's time, this role is not a fit for someone who:

• Cannot commit to consistent AEST hours - we need overlap, not flexibility
• Has no experience working with Australian businesses or clients
• Needs heavy supervision - the Director doesn't have time to micromanage, and the whole point of this hire is to buy back time
• Is juggling multiple other clients - we need dedicated focus during business hours

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, 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”)