Executive Assistant (Construction & Property Development) - 191

Position : Executive Assistant (Construction & Property Development) Salary : PHP 75,000 - 85,000 Working Hours & Conditions: Aligned with Australian hours; full-time (remote) Holidays : AU Holidays ABOUT THE COMPANY: The client is a property development business based in Newcastle, Australia, run by a solo developer using a network of external consultants. The company focuses on: Commercial and industrial developments Residential land subdivisions (not residential building) ~8 active projects at varying stages of completion The business operates deliberately “under the radar” with no in-house staff, relying on strong systems and external partners. OVERVIEW : Provide end-to-end executive and project administration support to the Director, with a heavy focus on: Managing and triaging a high-volume inbox Owning document management and filing into SharePoint Communicating confidently with builders, consultants, and other stakeholders in the property development lifecycle. This role is ideal for someone with construction/property exposure who enjoys being the right hand to a busy founder. RESPONSIBILITIES : Email & Calendar Management Own the Director’s inbox: Triage, prioritise, and respond to emails where appropriate Draft replies for the Director’s review where needed Flag and escalate time‑sensitive items Maintain simple calendar structure: Block time for “needs review” and “cannot answer” items Schedule and confirm meetings with stakeholders Document & SharePoint Management File all incoming documents into the correct SharePoint project folders Maintain consistent naming conventions and version control (e.g. latest plans on top) Ensure: Plans, approvals, contracts, finance documents, construction documents, etc. Are saved in the correct subfolders (feasibility, finance, accounts, construction, approvals, etc.) Retrieve documents quickly on request (e.g. latest site layout, building contract, survey, town planning report). Stakeholder Communication Support Draft and send clear, professional emails to: Builders and head contractors Surveyors Town planners Architects/drafters Engineers Solicitors (re: sale contracts and related docs) Follow up on outstanding items (plans, approvals, contracts, signatures, variations, etc.). Summarise key email threads and decisions for the Director. Project & Admin Support Maintain simple trackers or logs for each project (key dates, approvals, milestones, key contacts). Assist with preparation and organisation of documents for: Development approvals Building contracts and progress claim support docs Sales contracts and related correspondence General admin tasks as required to free up the Director’s time. Growth Mindset & Future Support A growth mindset is imperative as there will be basic support for future initiatives such as: Development management services for other developers Assisting with website content updates and basic social media coordination (if/when launched) Coordinating with external providers for website and marketing tasks

QUALIFICATIONS : Construction / Property Knowledge Experience in, or strong exposure to, property development or construction (preferred). Familiarity with the typical sequence of a project: Approvals → building contract → construction → sales/leases Ability to understand and work with documents such as: Plans, surveys, engineering reports, town planning docs, contracts. Administrative & Technical Skills 3+ years in an EA, project admin, or similar role (ideally in construction/property or related fields). Strong email and calendar management skills. Confident managing cloud file systems (SharePoint/OneDrive or similar). Proficient in: Microsoft 365 (Outlook, Word, Excel, SharePoint) Basic online tools (Teams/Zoom, PDF tools, etc.). Communication Excellent written and spoken English. Able to adopt a clear, direct, professional tone with Australian stakeholders. Comfortable communicating with senior professionals (builders, solicitors, consultants). Work Styl e Highly organised, detail‑oriented, and reliable. Proactive and able to “learn the way the Director works” and anticipate needs. Comfortable working independently with minimal supervision. Willing to learn industry specifics and continuously improve. WHY THIS ROLE MATTERS : Freeing the Director from email and admin will: Increase speed and quality of responses to builders and consultants Improve project organisation and document control Create capacity for more projects and new ventures (e.g. development management services, future supplement business)