Virtual Assistant

Philippines
Permanent
Full-time

11 hours ago

Job Description:Looking for Philippines-based candidatesJob Role: Virtual AssistantCompensation range: $1,500 AUD - $2,000 AUD / MonthlyEngagement type: Independent Contractor AgreementWork Schedule: This role is expected to align with the AU business hours (approx. 8 AM - 5 PM AEST, Monday to Friday) for collaboration, but as a contractor, you'll have flexibility in how you manage your time.Who We Are: At Hunt St, 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: We are a boutique Sydney-based construction firm specialising in architect-led, high-end residential projects along with select commercial work. Our projects are known for exceptional craftsmanship, precise detailing, and a deliberate quality-first approach that consistently delivers award-calibre outcomes.Role Overview:This role provides comprehensive administrative and operational support to the Director and Office Manager within a fast-paced small business environment. The position is structured to prioritise high-impact executive support (approximately 60% of time) while also ensuring the smooth day-to-day functioning of office operations (approximately 40% of time). The successful candidate will act as a central coordination point across communication, systems, and processes, helping improve efficiency, maintain organisation, and support business growth.Key Responsibilities:Who They'll SupportThe VA will split their time between two people:Director - needs to free up 20+ hours per fortnight currently lost to email, admin, CRM, and meeting follow-ups so he can focus on business development and winning work.Office Manager - needs repetitive data, admin, and compliance tasks taken off her plate so she can focus on contract administration during busy project periods.Supporting the Director (~60% of time):

Email inbox management - triage, categorise, flag priorities, draft routine replies using templates
HubSpot CRM - update pipeline, log client interactions, generate weekly reports and dashboards
Meeting administration - process transcripts (Fireflies/Fathom) into action items, distribute to team, track follow-ups
SOP documentation - convert voice notes and screen recordings (Loom) into written standard operating procedures
Social media management - schedule Instagram posts, manage content calendar, respond to comments and DMs
Recruitment support - post job ads on SEEK, screen applications against criteria, prepare shortlist summaries
Research and document preparation - competitor research, tender formatting, proposal preparation, presentation support
Calendar management - schedule meetings, protect focus time blocks, coordinate with clients and subcontractors

Supporting the Office Manager (~40% of time):

Fuel card statements - compile and compare petrol usage across company vehicles (monthly)
Vehicle insurance and servicing - source quotes, prepare cost comparisons (quarterly)
Payroll administration - chase missing timesheets from site staff via email/Teams, reconcile timesheet data, liaise with external bookkeeper for pay run processing
Training and compliance reminders - track expiry dates for tickets/licences, book refresher courses, send reminders to staff
Data entry, filing, and digital archiving
Stationery and office supplies - research options, prepare orders for approval
General administrative support - timesheets, site-related document requests, ad hoc tasks as directed

Requirements:Required Skills and Qualifications:

Experience: 2+ years in a Virtual Assistant, Executive Assistant, or administrative support role - preferably supporting a small business owner or director (not a large corporate team)
Communication: Excellent written and spoken English. This person will be drafting emails to clients, subcontractors, and suppliers on behalf of the Director - they need to sound natural, professional, and confident. No scripts.
Timezone: Must be available and working during AEST business hours (8:00 AM - 5:00 PM Mon-Fri). This is non-negotiable - we need real-time responsiveness, not async.
Initiative: We want someone who identifies problems and suggests solutions, not someone who waits to be told what to do. Proactivity is critical.
Attention to detail: Construction admin involves contracts, compliance documents, and financial data. Errors have real consequences.

Software ProficiencyMust have working experience with:

Microsoft 365 (Outlook, Excel, Word, Teams, SharePoint) - this is our core platform
HubSpot CRM - pipeline management, contact records, reporting
Xero (or MYOB) - basic familiarity for invoicing, timesheet reconciliation, and liaising with our bookkeeper

Strong preference for experience with:

Canva or similar (social media content creation)
SEEK or similar job boards (posting and managing ads)
Fireflies, Fathom, or similar AI meeting transcription tools
Loom (viewing and processing screen recordings)
Instagram Business / Meta Business Suite

What Won't WorkTo save everyone's time, this role is not a fit for someone who:

Cannot commit to consistent AEST hours - we need overlap, not flexibility
Has no experience working with Australian businesses or clients
Needs heavy supervision - the Director doesn't have time to micromanage, and the whole point of this hire is to buy back time
Is juggling multiple other clients - we need dedicated focus during business hours

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”)

Hunt St

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