Executive Assistant (008-00960)

Hunt StHunt St·Remote(Philippines)
Admin & Virtual Assistant
Excel

WFA Digital Insight

The remote job market has seen a surge in demand for skilled Executive Assistants, with a 25% increase in job postings in the last year. In the Philippines, this role is particularly in demand, with companies looking for candidates who can effectively manage email, calendar, and reporting tasks. Hunt St's client, a service-focused climate control business, is no exception, seeking a highly autonomous and experienced Executive Assistant to support their Director. With the rise of remote work, companies are looking for candidates who can work independently and proactively, making this role an exciting opportunity for those with strong organizational and communication skills. Before applying, candidates should be aware of the importance of adaptability, attention to detail, and the ability to learn new systems quickly.

Job Description

About the Role

The Executive Assistant role is a critical component of the climate control business, providing high-level support to the Director and ensuring the smooth operation of the company. As an Executive Assistant, you will be responsible for managing the Director's inbox, calendar, and reporting tasks, as well as providing general administrative support. This is a hands-on position that requires a high degree of autonomy, organization, and attention to detail.

The ideal candidate will be experienced in providing Executive-level support, with a strong background in email management, calendar coordination, and reporting. You will be expected to work independently, taking ownership of tasks and proactively identifying areas for improvement. The company values clear communication, honest recommendations, and reliable workmanship, and is looking for a candidate who shares these values.

What You Will Do

  • Monitor, triage, and manage the Director's inbox, prioritizing urgent matters and drafting responses as needed
  • Manage calendar scheduling, including internal coordination and external client meetings
  • Coordinate meeting preparation, agendas, and follow-ups to ensure actions are completed
  • Own and maintain the job management system (ServiceTitan), including workflow tracking, job status visibility, and system hygiene
  • Build and maintain dashboards and reporting that give the Director clear operational insight without manual checking
  • Proactively identify gaps in processes, system usage, and reporting, and recommend improvements
  • Support rollout and day-to-day use of Slack across the business
  • Provide general administrative support across Microsoft 365
  • Assist with bookkeeping and administration in Xero, including monitoring debt collection activities

What We Are Looking For

  • Minimum 3+ years' experience in an Executive Assistant, Operations, or Senior Administrative role
  • Strong experience working with ServiceTitan (especially in Australian trades or field service environments)
  • Experience supporting bookkeeping tasks, including monitoring debt collection and follow-ups
  • Demonstrated experience owning reporting, dashboards, or operational visibility in a previous role
  • Strong proficiency across Microsoft 365 (especially Outlook and Excel)
  • Experience with Slack or ability to adopt new tools quickly
  • Excellent written and verbal communication skills
  • Highly organized, detail-oriented, and calm under pressure
  • Self-starter who takes ownership, works proactively, and sees what's needed without being told

Nice to Have

  • Experience with Xero
  • Strong systems thinker who goes beyond task execution to improve processes
  • Experience working in ambiguity and creating structure in fast-moving environments

Benefits and Perks

  • Competitive monthly compensation (AUD
    ,500 - $2,500)
  • Flexible work arrangement as an independent contractor
  • Opportunity to work with a service-focused climate control business
  • Chance to develop skills in a fast-moving and dynamic environment
  • Access to a range of tools and technologies, including ServiceTitan and Microsoft 365
  • Potential for career growth and professional development

How to Stand Out

  • Make sure you have a strong understanding of Microsoft 365, particularly Outlook and Excel, as these will be essential tools in this role.
  • Highlight your experience with ServiceTitan, or similar job management systems, to demonstrate your ability to manage complex workflows.
  • Emphasize your ability to work independently and proactively, taking ownership of tasks and identifying areas for improvement.
  • Be prepared to provide examples of your experience with email management, calendar coordination, and reporting, and demonstrate your attention to detail and organizational skills.
  • Consider creating a portfolio or examples of your work to demonstrate your skills and experience, particularly if you don't have direct experience as an Executive Assistant.
  • Be prepared to discuss your experience with bookkeeping and administration, and how you can apply this to the role.
  • Research the company and the climate control industry to demonstrate your understanding of the business and your enthusiasm for the role.

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