Executive Assistant & Association Support Coordinator

WrkPod Inc.; Dumaguete; On-site; PHP 600,000 - 900,000; Full time

Benefits offered by this job

Competitive salary

Professional development

Outsourced/offshore experience

Job summary

Parking Australia is seeking an experienced Executive Assistant & Association Support Coordinator to provide central administrative, governance, and operational support under the Executive Manager. You will coordinate board/committee administration, membership services, communications, events, records, and financial processes from the Philippine payroll.

The role offloads routine tasks from leadership to enable focus on governance, member value, advocacy, and growth initiatives.

Qualifications

• Minimum of 5 years in executive assistance or high‑level admin roles.
• Governance: prepare agendas, board packs, minutes, action registers.
• Exceptional written English with strong proofreading and detail.
• Advanced Microsoft 365: Outlook, Word, Excel, PPT, Teams, SharePoint.
• Experience with CRM, event management, email marketing, or surveys.
• Strong organizational skills; able to juggle deadlines independently.
• Willingness to work during standard Australian business hours.
• Compensation is a competitive salary paid in PHP.

Responsibilities

• Prepare and maintain annual board/committee calendars.
• Draft agendas for approval by executives or chairs.
• Distribute board/committee packs within deadlines.
• Attend meetings and take draft minutes.
• Maintain governance registers and records.
• Coordinate elections, appointments, inductions.
• Manage executive calendar and travel logistics.
• Draft correspondence and routine reports.
• Maintain membership CRM data and distribution lists.
• Format communications, newsletters, and templates.
• Coordinate conferences, events, and registrations.
• Process invoices and manage budget trackers.
• Ensure privacy and data quality across systems.

Skills

Executive assistance

Association administration

Governance knowledge

Written English

Microsoft 365

CRM / event tools

Time management

Australian business hours

Tools

CRM platforms

Event management systems

Email marketing tools

Survey platforms

SharePoint

Job description

Job Description

The Executive Assistant & Association Support Coordinator provides central administrative, governance, and operational support for Parking Australia. Working under the direction of the Executive Manager, this role coordinates Board and committee administration, membership services, communications, events, records, financial administration, and recurring operational processes.

The primary purpose of this role is to offload routine, repeatable, and process-driven tasks from the Executive Manager, President, Board Directors, and Committee Chairs—allowing leadership to focus on strategic initiatives, member value, advocacy, commercial growth, and governance.

Job Title

• Executive Assistant & Association Support Coordinator

Work Schedule

• Day Shift

Job Qualifications/Requirements

• Essential Skills & Requirements

  • Experience: Minimum of 5 years of experience in executive assistance, association administration, Board secretariat, or a high-level administrative role.

  • Governance Knowledge: Proven experience preparing agendas, Board packs, minute-taking, and managing action/decision registers.

  • Language & Communication: Exceptional written English skills with strong proofreading ability and high attention to detail.

  • Technical Proficiency: Advanced capabilities in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).

  • Systems Familiarity: Experience using CRM platforms, event management systems, email marketing tools, or survey platforms.

  • Time Management: Strong organizational skills with a demonstrated ability to manage competing deadlines independently.

  • Working Hours: Reliability to work during standard Australian business hours.

  • Compensation: Competitive salary package based on experience, paid in Philippine Peso (PHP / ₱).

• Desirable Criteria

  • Experience supporting an industry association, non-profit, or membership organisation.

  • Experience supporting large-scale events, awards, or conferences.

  • Prior experience in an outsourced/offshore service delivery model.

  • Exposure to corporate governance or compliance frameworks.

  • Practical experience using AI productivity tools within privacy and quality control standards.

Job Responsibilities

• Board Governance & Secretariat

  • Prepare and maintain annual Board and committee meeting calendars.

  • Draft meeting agendas for Executive Manager, President, or Committee Chair approval.

  • Collect, format, collate, and distribute complete Board and committee meeting packs within agreed timeframes.

  • Attend meetings and take accurate draft minutes.

  • Maintain Board, committee, decision, and action registers, following up with action owners.

  • Maintain governance records, policies, delegations, induction materials, and archives.

  • Coordinate administrative elements of Board elections, appointments, and inductions.

  • Track and maintain the compliance and governance calendar, escalating approaching deadlines.

• Executive & Operational Support

  • Manage the Executive Manager’s calendar, scheduling internal and external meetings.

  • Draft correspondence, briefing materials, presentations, templates, and routine reports.

  • Maintain project trackers, task lists, and recurring work schedules.

  • Coordinate travel, meeting logistics, and post-meeting follow-ups.

  • Triage inbox matters and prepare draft responses for review.

  • Perform administrative research and document standard operating procedures (SOPs).

• Membership Administration

  • Process membership applications, renewals, resignations, and record updates.

  • Maintain membership CRM data, contact records, categories, and distribution lists.

  • Coordinate member onboarding, welcome packets, and membership certificates.

  • Prepare and issue membership invoices and routine renewal communications.

  • Respond to routine membership enquiries within target service levels.

  • Produce membership status reports, renewal trackers, and overdue follow-up lists.

• Communications Administration

  • Format and schedule newsletters, member notices, and email marketing campaigns.

  • Update approved website content and manage publication schedules.

  • Schedule approved social media content and maintain the communications calendar.

  • Proofread and quality-check all public/member-facing communications prior to release.

  • Maintain communication templates and performance reports.

• Event & Program Administration

  • Provide administrative support for conferences, awards, webinars, member events, and committee activities.

  • Handle event registrations, delegate enquiries, and attendee communications.

  • Coordinate logistics with speakers, sponsors, exhibitors, suppliers, and venues.

  • Prepare running sheets, attendee lists, name badges, certificates, and event feedback surveys.

  • Maintain event trackers, deadlines, and post-event close-out documentation.

• Finance Administration Support

  • Prepare and issue approved membership and event invoices.

  • Coordinate invoice processing, maintaining purchase and supplier records.

  • Conduct routine accounts receivable follow-ups using approved templates.

  • Track budgets, expense records, and supporting schedules for the Treasurer, bookkeeper, or accountant.

  • Escalate financial anomalies, risks, or overdue accounts promptly.

• CRM, Systems & Records Administration

  • Maintain organized SharePoint document libraries, templates, registers, and filing standards.

  • Administer distribution lists, shared mailboxes, and automated workflows.

  • Safeguard confidential information in compliance with privacy regulations.

  • Identify CRM/data quality issues and apply approved corrections.

• Project & Advocacy Support

  • Coordinate administrative inputs for government submissions, consultations, and industry responses.

  • Maintain project plans, submission timelines, stakeholder lists, and version histories.

  • Collate research, member feedback, and committee contributions.

  • Format final submissions, briefing papers, and consultation documents.