Executive Assistant & Business Operations Coordinator (Remote)

Mava Projects; Metro Manila; Remote; PHP 3,074,000 - 4,172,000; Full time

Job summary

Mava Projects, a Sydney-based residential construction and property development company, seeks an Executive Assistant & Business Operations Coordinator to support the Director. You will handle administration, coordination, information flow and reporting, while developing systems and AI-enabled processes.

You will assist with project coordination across site management, contract administration and external consultants, create dashboards, and help streamline workflows.

Qualifications

• Experience providing support to a founder, CEO or Director.
• Strong written and verbal communication in English.
• Ability to work independently and take ownership of tasks.
• Demonstrated prioritisation and ability to manage multiple competing priorities.
• Excellent attention to detail with accurate follow-through.

Responsibilities

• Manage the Director's inbox and calendar, flagging actions and follow-ups.
• Draft professional emails and correspondence.
• Coordinate meetings, reminders and priorities for the Director.
• Follow up stakeholders, consultants and suppliers as needed.
• Prepare concise summaries and briefing notes for decision-making.
• Develop and maintain SOPs, templates and repeatable workflows.

Skills

Executive support experience

Written communication

Independent working

Prioritisation & multitasking

Attention to detail

Commercial awareness

AI/Automation interest

Content creation basics

Tools

Google Workspace

Buildertrend

Project management tools

Canva

CapCut

Job description

About the role

This is an Executive Assistant & Business Operations Coordinator role supporting the Director of a Sydney-based residential construction and property development company. You will work across executive assistance, business operations, construction/project coordination, systems development, AI and automation, research and content creation. You will help the Director operate more effectively by taking ownership of administration, coordination, information flow and follow-up across the business. Over time, you will understand the business deeply enough to anticipate what needs to happen, prepare information before it is requested and resolve routine matters without requiring constant direction.

Key responsibilities

• Manage and organise the Director's inbox, identifying emails requiring action, delegation, response or follow-up
• Draft professional emails and correspondence
• Manage appointments, meetings, reminders and priorities
• Follow up consultants, suppliers, contractors and other stakeholders
• Prepare concise summaries and briefing notes
• Research issues and present recommendations
• Maintain action lists and ensure commitments are followed through
• Coordinate information and actions between different parts of the business, including site management, contract administration and external consultants
• Maintain business and project action registers, monitoring outstanding actions and deadlines
• Prepare weekly management summaries and maintain project and development dashboards
• Review existing workflows and identify inefficiencies, helping develop and document Standard Operating Procedures (SOPs)
• Create templates, checklists, registers and repeatable workflows
• Identify repetitive administrative tasks that can be eliminated or automated
• Help develop management dashboards and reporting systems
• Assist with using AI and automation to triage and summarise emails, extract actions, draft responses, organise documents, prepare management briefings, research development opportunities and create reports
• Organise project photos and videos and identify content opportunities from current projects
• Create Instagram posts and carousels, edit short-form videos and Reels, create Instagram Stories and professional branded graphics
• Maintain a simple content calendar and schedule approved content

About you

• Exceptionally organised
• Highly proactive and intelligent
• Excellent written communicator
• Confident communicating with senior professionals
• Comfortable working independently
• Strong at following through and detail-oriented
• Comfortable taking ownership and able to prioritise competing demands
• Naturally curious and commercially aware
• Technologically confident and interested in AI and automation
• Comfortable suggesting improvements and able to learn new industries and systems quickly
• Experience in executive assistant roles supporting a founder, CEO or Director is highly regarded
• Experience in business operations, construction, property development, project management, architecture or engineering is highly regarded
• Experience with Australian businesses, contract administration or project coordination is particularly valuable
• Experience with Google Workspace, Buildertrend or similar project-management systems is advantageous
• Experience with AI tools and automation, Canva, CapCut and social media content creation is highly regarded
• Comfortable with construction information such as construction programmes, drawings, consultant correspondence, variations, quotes, purchase orders, progress claims, project budgets, approvals, RFIs and procurement

About us

Mava Projects is a Sydney-based residential construction and property development company specialising in high-quality residential projects. We are a growing, entrepreneurial business with a lean team and are increasingly focused on property development, high-end residential construction and building scalable systems around the business. Mava Projects intends to use AI extensively as the business grows.