Executive Assistant (AU Director)

About this role

Position : Executive Assistant
Salary : Php 70,000 - 80,000/ month
Working Hours & Conditions : Monday to Friday 8:00 AM - :00 PM AEST
Holidays : AU National Holiday

ROLE OVERVIEW:
We are looking for a polished, highly capable Executive Assistant who can confidently support a business owner and communicate professionally with clients, suppliers, and stakeholders.

RESPONSIBILITIES:
The role will evolve over time but is expected to include a combination of executive support, administration, customer service and operational coordination.

Executive Assistant Duties
Manage director’s diary and schedule
Arrange meetings with customers and suppliers
Book domestic and international travel, accommodation and itineraries
Manage director’s inbox as the relationship develops
Prioritise daily tasks and help organise director’s workload
Assist with project coordination across the business
Help drive accountability against the company's Operational Master Plan (OMP) and long-term business goals

Administration
Enter invoices and bills into Xero
Generate purchase orders
Follow up outstanding purchase orders
Book freight through online systems
Prepare Word documents for QA and testing
Enter sales orders into Xero
Maintain product codes within Xero
Create job orders for Wire Rope Services/Bexel Inspection software
Enter sales enquiries into the CRM (Pipedrive)

ERP Implementation Support
The successful candidate should be comfortable assisting with systems implementation.
Supporting the rollout of a new ERP system (likely Zoho Inventory and Zoho Books Elite)
Importing products, suppliers, customers and pricing data
Assisting with implementation and ongoing administration

Customer Service

Provide customers with order updates
Respond professionally to customer enquiries
Maintain a high standard of communication throughout the customer journey

These duties are based on the client's current requirements and are expected to evolve as the business grows.

Requirements
QUALIFICATIONS:
Excellent spoken and written English
Strong phone communication skills
Professional, warm and personable
Highly organised with exceptional attention to detail
Proactive and able to anticipate needs
Able to manage multiple priorities simultaneously
Comfortable working autonomously
Available to work Australian business hours
Strong administrative and organisational skills
High level of confidentiality and professionalism

Nice to Have
Previous Executive Assistant experience
Experience supporting founders or senior executives
Operations or office management background
Xero experience
CRM experience (Pipedrive, HubSpot or similar)
Exposure to ERP systems (particularly Zoho)
Strong project coordination experience