Executive Assistant
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Job Description
Executive Assistant supporting a Townsville civil construction and earthworks business. Managing founder administration, Xero bookkeeping, payroll records, job costs, and operational systems remotely from the Philippines.
Responsibilities:
- Manage the founder’s inbox, flag priorities and action emails on his behalf
- Track council rates, renewals and other business and personal deadlines
- Own business and personal calendars, bookings and appointments
- Convert calls, texts and voice notes into completed tasks, emails and bookings
- Make calls and send emails to suppliers, clients and service providers
- Track the founder’s movements and maintain a daily cost journal
- Keep client documents up to date and submitted on time
- Maintain Xero books, including bank reconciliations and transaction coding
- Prepare and send client invoices
- Prepare weekly payroll information for the founder’s Wednesday pay run
- Organise supplier bills, receipts and records
- Follow up with employees regarding missing bill addresses or purchase orders
- Record plant and equipment movements between job sites
- Maintain NextMinute records, including uncoded items, rates, fuel levies, price increases and fuel-cost allocation
- Log staff hours by job and site
- Record material deliveries against jobs and clients
- Review weekly records with the founder each Wednesday
- Write SOPs and build a business workflow playbook
- Research and compare project management software, run demos and present recommendations
- Set up and maintain the selected software
- Support job cost tracking as the business grows
- Use Excel to allocate and monitor running costs
- Schedule and organise 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
- Proactive and resourceful: able to take a short instruction and run with it
- Experience in construction, civil, earthworks, trades or plant hire (highly regarded)
- Familiarity with construction terms such as plant, tonnages, takeoffs and site deliveries (highly regarded)
- Payroll and timesheet experience, including Australian payroll basics (highly regarded)
- Experience with job management software such as NextMinute, ServiceM8, Buildxact, Tradify or similar (highly regarded)
- Experience supporting Australian clients and working to AEST (highly regarded)
- Experience with Xero, Google Workspace or Microsoft 365, phone and SMS/WhatsApp, cloud file storage, and project management platforms
- Must disclose existing ongoing roles or client work
- Must reflect this engagement on LinkedIn as “Independent Contractor”
Benefits:
- 100% remote work from home
- Flexible early starts while aligned to Queensland business hours (AEST)
- Independent contractor engagement
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