Executive Assistant & Studio Operations

Hunt St View all jobs

  • Philippines
  • Permanent
  • Full-time
  • 2 days ago
  • Apply easily
Looking for Philippines-based candidatesJob Role: Executive Assistant & Studio OperationsCompensation range: $2,200 AUD - $2,700 AUD / MonthlyEngagement type: Independent Contractor AgreementWork Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, 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: Our client is a workplace design and architecture studio with studios in Melbourne and Sydney. They design workplaces that feel like they were made for the best days of people's working lives. They're not interested in cookie-cutter. They’re interested in what's right.Their team is small, sharp, and commercially focused. Everyone here carries weight. If you like structure without bureaucracy, quality without ego, and genuinely want to be part of something being built with intention -- this is the right room.Role Overview: We’re looking for a broad Executive Assistant and Operations role supporting the directors.. You'll own the rhythm of the studio -- keeping calendars moving, accounts ticking, and communications sharp. You'll be the connective tissue between our directors, our clients, and our suppliers.Approximately three to four hours per week will be dedicated to supporting the Founder and Managing Director with personal asset management and property-related coordination. This sits within your working week, not on top of it.This role is placed through a specialist firm, with ongoing support available. You won't be dropped in cold.Key Responsibilities:Admin and Operations
  • Calendar and inbox management for directors
  • Fortnightly invoicing and accounts receivable follow-up
  • Bill payments and expense tracking across offices, subscriptions, and utilities
  • Document preparation, filing, and general admin
  • Meeting notes and action item tracking
CRM and Client Management
  • HubSpot data entry, contact management, and pipeline updates
  • Follow-up scheduling and task reminders
  • Basic reporting from CRM data
Travel, Events, and Logistics
  • Flight and accommodation bookings
  • Restaurant and venue reservations
  • Event logistics and itinerary preparation
Communications
  • Email drafting and correspondence management
  • Client follow-ups and supplier liaison
Director Personal Support (Mitch Jones)
  • Coordination of personal asset management, including property-related matters
  • Liaison with external advisors, agents, and service providers as required
  • Approximately 3 to 4 hours per week
Requirements
  • Experience in an EA, VA, or studio operations role -- ideally in professional services or a creative industry
  • Confident in Xero for invoicing, payments, and basic reporting
  • Familiar with HubSpot or similar CRM platforms
  • Familiar with Quotient or similar quoting software
  • Strong written communication -- you draft things that sound like humans, not templates
  • Discrete, reliable, and calm under pressure
  • Proactive by default -- you close loops without being asked
  • Comfortable operating with a degree of autonomy across multiple priorities
  • Working in alignment with Australian business hours and available for team meetings
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”)

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