Executive Assistant (007-0142)

​Looking for Filipino (Philippines-based) candidates

Job Role: Executive Assistant

Work Schedule: 40hrs / week

Salary Budget: 1,500 - 2,000 AUD / Month

Contract Type: Independent Contractor

Work Set-up: Remote

Who We Are:

At Hunt St we help Australian companies directly hire top 5% remote talent in the Philippines. You will be hired directly by the client, typically 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:

This Australian consulting firm specializes in helping organizations navigate the complexities of the National Disability Insurance Scheme (NDIS) compliance. Their mission is to support providers in delivering quality, safe, and effective services.

The firm values integrity, empowerment, and transparency—delivering honest, unbiased advice while equipping providers with the tools and knowledge they need to thrive within the NDIS framework.

Role Overview:

The Executive Assistant will provide high-level administrative and organisational support to a senior NDIS Business Consultant based in Australia. This remote position requires exceptional organisational skills, attention to detail, and the ability to manage multiple priorities in a dynamic consulting environment focused on NDIS service providers. The successful candidate will work virtually while maintaining regular communication and alignment with Australian business operations.

Key Responsibilities:

Administrative Support (Remote)

• Manage complex calendar scheduling and appointments with clients, stakeholders, and team members
• Coordinate meetings, prepare agendas, and distribute relevant materials
• Arrange travel and accommodation as required for client visits and industry events
• Handle sensitive and confidential information with appropriate discretion
• Maintain organised digital filing systems for client documentation
• Ensure data security and confidentiality in a remote working environment
• Process expense reports and manage reimbursements

Client Relationship Management

• Serve as the first point of contact for clients, handling inquiries with professionalism
• Maintain client database and contact information
• Prepare client onboarding materials and documentation
• Coordinate client follow-ups and maintain communication schedules
• Support the preparation of client proposals, contracts, and service agreements

Project Support

• Assist in the preparation of NDIS registration documentation for clients
• Help compile compliance materials and policy templates
• Format and proofread consulting reports, presentations, and training materials
• Track project milestones and deadlines to ensure timely delivery
• Coordinate with freelancers or subcontractors as needed for project components

Financial Administration

• Support billing and invoicing processes for client services
• Track accounts receivable and follow up on outstanding payments
• Process incoming client payments and maintain payment records

Business Development

• Help organise and coordinate workshops or information sessions for potential clients
• Assist with marketing initiatives, including maintaining social media presence
• Support the development and distribution of newsletters and other communications
• Help maintain the consultancy website with updated information
• Track industry developments and compile relevant news for client communications

NDIS-Specific Support

• Willingness to develop a working knowledge of NDIS terminology and frameworks (training will be provided)
• Ability to learn and stay informed about NDIS pricing updates and policy changes
• Assist with NDIS portal access and claims processing documentation as needed
• Help maintain records of NDIS Commission requirements and deadlines
• Support the preparation of NDIS compliance documentation

Required Skills and Qualifications:

• Minimum 3-5 years of experience in an executive assistant or similar administrative role
• Exceptional organisational skills with strong attention to detail
• Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
• Experience with project management and/or CRM software
• Excellent written and verbal communication skills in English (both written and spoken)
• Demonstrated ability to handle confidential information appropriately
• Strong time management skills and ability to prioritise competing demands
• Problem-solving mindset and proactive approach to challenges
• Experience working remotely with international clients
• Ability to work effectively during Australian business hours
• Proficiency with online collaboration and communication tools (Zoom, Teams, etc.)
• Self-motivated with the ability to work independently with minimal supervision

Preferred Qualifications

• Previous experience in the disability sector or with NDIS providers (advantageous but not required)
• Basic understanding of healthcare or social services administration
• Experience in a consulting environment or professional services firm
• Experience with online collaboration tools (e.g., Slack, Teams, Asana, Trello)
• Understanding of business development and marketing concepts

Personal Attributes

• High level of professionalism and exceptional interpersonal skills
• Ability to work independently while supporting team objectives
• Adaptability and flexibility in response to changing priorities
• Commitment to confidentiality and ethical business practices
• Empathy and understanding of the disability sector's mission and values
• Capacity to manage stress effectively in a fast-paced environment
• Proactive approach to continuous improvement and learning

Working Conditions

• Remote full-time position
• Hours aligned with Australian business hours with some flexibility available
• Reliable high-speed internet connection required
• Daily video check-ins and regular communication via approved platforms
• No travel required, all work to be performed remotely
• Availability for occasional urgent matters outside regular hours may be needed

Reporting Structure

• Reports directly to the Senior NDIS Business Consultant

Compensation & Benefits

• Competitive salary based on market rates for remote international work
• Stable long-term employment opportunity with an Australian business
• Flexible scheduling within the required Australian business hour coverage
• Remote work equipment allowance
• Professional development opportunities
• Performance-based bonuses
• Paid time off according to labour standards in the successful candidate's location