Executive Assistant – Operations & Project Support (AU Experience Preferred)
Philippines
Permanent
Full-time
28 days ago
Job Overview We are seeking a proactive and detail-oriented Executive Assistant - Operations & Project Support to support the Director of a growing trades services business focused on Tier 1 and Tier 2 waterproofing infrastructure projects across Australia. This role is ideal for someone with a structured and grounded approach to work, who thrives in providing high-level admin support to fast-paced, operations-heavy environments. The successful candidate will be responsible for managing administrative functions, supporting the quoting and invoicing process, maintaining digital organisation, and ensuring that nothing falls through the cracks. You'll be supporting a Director who is highly technical, hands-on, and thrives in high-pressure environments. They value team members who are structured, consistent, and can bring calm and order to a fast-moving construction business. Key Responsibilities Manage the Director's email inbox: sorting, flagging, and responding to key messages Handle digital file management and cloud-based document organisation(Google Drive, Dropbox, etc.) Calendar and appointment scheduling Assist in preparing and sending invoices using tools like Xero Coordinate email follow-ups for overdue invoice payments Support in quote preparation, with occasional review or markup of construction plans Draft and manage Inspection and Test Plans (ITPs) Create,maintain, and track daily to-do lists and deadlines Provide general administrative support and document formatting (Microsoft Office, Adobe, etc.) Edit or build templates, spreadsheets, and shared team documents Assist in aligning the Director's workflow to ensure project delivery timelines are met Qualifications Minimum of 3 years' experience in executive assistance, administrative support, or project coordination, preferably within the construction, engineering, or waterproofing industry. Strong understanding of quoting, invoicing, and project support functions Familiarity with Tier 1 or Tier 2 construction environments preferred Highly organised and systems-oriented with a knack for process improvement Tech-savvy with excellent working knowledge of Microsoft Office, Outlook, Zoom, Adobe, and Xero Excellent written and verbal communication skills Proactive, self-motivated, and comfortable working independently Trustworthy and comfortable handling confidential information Nice to Have: Background or previous support experience in waterproofing, infrastructure, or tunnelling projects Understanding of ITPs and construction documentation Comfortable working with markup tools and basic plan-reading Show more Show less