Executive Assistant (012-1466)

Hunt St; United States; Remote; USD 11,000 - 19,000; Part time

Job summary

Hunt St is seeking a Philippines-based Executive Assistant to support a founder with admin, bookkeeping and life admin. This is a remote, independent contractor engagement aligned with Australian business hours.

You will manage the founder’s inbox, calendar, invoicing in Xero, payroll prep, and coordination with suppliers and clients. The role grows into broader support as the business scales, with exposure to NextMinute and other systems.

Qualifications

• 3+ years as an Executive Assistant or Personal Admin supporting a business owner.
• Bookkeeping experience, ideally with Xero (reconciliations, invoicing, bills).
• Excellent spoken and written English, confident on the phone with Australian businesses.
• Highly organized, with strong follow-through on deadlines and payments.
• Proactive and resourceful: you take a short instruction and run with it.

Responsibilities

• Manage the founder’s inbox, flag important items and act on emails.
• Own the founder’s calendar and appointments, business and personal.
• Turn texts and voice notes into completed tasks and bookings.
• Make calls and send emails to suppliers and clients for the founder.
• Keep daily cost journal and ensure client documents are timely.
• Maintain books in Xero: reconciliations, coding and invoicing.
• Prepare weekly payroll information ahead of pay run.
• Keep supplier bills and receipts organized and up to date.
• Record plant and equipment movements and log job sites in NextMinute.
• Develop SOPs and evaluate project management tools.
• Set up and run the selected software to keep information accurate.
• Assist cost tracking on growing projects and Excel cost allocations.
• Schedule machinery maintenance and registrations.

Skills

Executive Assistant

Bookkeeping

English communication

Highly organized

Proactive

Tools

Xero

NextMinute

ServiceM8

Buildxact

Tradify

Google Workspace

Microsoft 365

Job description

Looking for Philippines-based candidates

Job Role: Executive Assistant

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

Engagement type: Independent Contractor Agreement

Work Schedule: Aligned to Queensland business hours (AEST), with flexibility for early starts

Who We Are

At the company, 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

Our client is a growing civil construction and earthworks business based in Townsville, North Queensland. With a growing team, delivering earthworks and building projects for a growing client base. The business is tendering for larger projects and is building the systems and support to scale with them.

Role Overview

Founder spends most of his day in a machine on site. This role is his right hand: you'll take the admin, bookkeeping and life admin off his plate so he can focus on the work. You'll start as a dedicated assistant, working directly with him by phone call, text and audio messages. As you learn the business, your scope will naturally grow into wider support across the business.

Key Responsibilities

Executive and personal admin

• Manage the founder’s inbox, flag what matters and action emails on his behalf
• Track and file, council rates, renewals and other deadlines so nothing slips through business and personal keeping calendar tight on schedule
• Own the founder’s calendar, bookings and appointments, both business and personal
• Turn quick texts, calls and voice notes from the founders into completed tasks, emails and bookings
• Make calls and send emails to suppliers, clients and service providers on the founder’s behalf
• Tracking his movements and getting a daily journal from him to enter his cost in
• Keep documents up to clients on time

Bookkeeping and finance

• Maintain the books in Xero, including bank reconciliations and coding transactions
• Prepare and send client invoices, including flat-fee charges for plant and equipment moves
• Prepare weekly payroll information ahead of the founder’s Wednesday pay run
• Keep supplier bills, receipts and records organised and up to date
• Keep in contact with employees if bills have no address or purchase order and make them accountable.

Job, plant and timesheet records

• Record plant and equipment movements between job sites as the founder’s reports them
• Maintain the NextMinute work management system by keeping records up to date, adding uncoded items, updating rates, fuel levies, and price increases, and allocating fuel costs to the appropriate machines.
• Log staff hours by job and site throughout the week
• Record material deliveries (e.g. tonnes of sand or gravel) against the right job and client
• Walk through the week's records with the founder each Wednesday to confirm everything is captured

Systems and process

• Write SOPs for each workflow you take on, building a playbook for the business as it scales
• Research and compare project management software for bookings, machinery and staff, run demos and present a recommendation
• Once chosen, set up and run the software in the background so the information stays accurate
• Support cost tracking on jobs as the business grows into larger projects
• Excel allocation and running cost so the director can see where costs are going and where they may be bleeding money
• Scheduling and organizing machinery maintenance and registrations

Requirements

3+ years as an Executive Assistant, Personal Assistant or Admin Assistant supporting a business owner

• Bookkeeping experience, ideally with Xero (reconciliations, invoicing, bills)
• Excellent spoken and written English, confident on the phone with Australian businesses
• Highly organised, with strong follow-through on deadlines and payments(hyper aggressive on late payments and keeping the owner himself accountable )
• Proactive and resourceful: you take a short instruction and run with it

Highly regarded

• Experience in construction, civil, earthworks, trades or plant hire
• Familiarity with construction terms such as plant, tonnages, takeoffs and site deliveries
• Payroll and timesheet experience, including Australian payroll basics
• Experience with job management software such as NextMinute, ServiceM8, Buildxact, Tradify or similar
• Experience supporting Australian clients and working to AEST

Tools You’ll Use

Xero, email and calendar (Google Workspace or Microsoft 365), phone and SMS/WhatsApp, cloud file storage, and a project management platform once selected.

Who You Are

Attitude comes first. You're calm, reliable and switched on, and you enjoy bringing order to a busy, fast-moving business. You're comfortable working with someone who prefers a quick call or text over a long email, and you take pride in making sure nothing gets missed. You're keen to learn the construction side and grow with the business.

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”)