Executive Assistant

Work Location: On-site - Boomering Office

Employment Type: Full-Time

Work Schedule: 6:00 AM - 2:30 PM Philippine Time (Monday to Friday)

Public Holidays: Queensland, Australia

Salary: 45 to 50k pesos

As an Executive & Personal Assistant:

You will play a vital role in supporting the Operations Manager and Co-Founder of a growing Australian commercial shopfitting, joinery, manufacturing, and procurement business.

This is an exciting opportunity for a highly organised, proactive, and resourceful professional who thrives in a fast-paced environment and enjoys managing both executive business responsibilities and personal lifestyle arrangements.

You will be responsible for coordinating executive schedules, managing communications, arranging complex international travel, overseeing personal and household administration, and ensuring important business priorities remain on track.

The ideal candidate is someone who anticipates needs, takes ownership of responsibilities, exercises sound judgment, and handles confidential information with the utmost discretion.

Your Responsibilities as an Executive & Personal Assistant Would Be:

Executive and Administrative Support

• Manage and coordinate executive calendars, appointments, meetings, and business and personal commitments.
• Monitor, organise, and prioritise incoming emails, identify urgent matters, and prepare professional correspondence.
• Coordinate meetings, prepare agendas, take minutes, and follow up on action items.
• Liaise with internal teams, clients, suppliers, contractors, and external stakeholders to ensure effective communication.
• Prepare business reports, presentations, spreadsheets, and other executive documentation.
• Maintain organised, accurate, and confidential digital records and filing systems. Business Priorities and Strategic Coordination
• Assist in monitoring quarterly business priorities, annual objectives, and long-term strategic goals.
• Prepare weekly executive priority reports outlining schedules, deadlines, outstanding decisions, and progress against business objectives.
• Support weekly leadership meetings by preparing scorecards, agendas, and outstanding issues.
• Track business commitments and proactively identify competing priorities or potential scheduling conflicts. International Travel Management
• Coordinate end-to-end domestic and international travel arrangements, including flights, accommodation, transportation, travel insurance, and itineraries.
• Organise complex multi-city business trips, particularly involving Australia, China, the Philippines, and the United States.
• Manage travel documentation, visa requirements, passport renewals, and other international travel requirements.
• Maintain frequent flyer accounts, travel preferences, loyalty programs, and upgrade requests.
• Monitor travel arrangements and respond promptly to cancellations, delays, and last-minute itinerary changes. Personal and Family Assistance
• Coordinate personal and family travel arrangements, including international school holidays, special occasions, and family commitments.
• Communicate with international schools and service providers regarding schedules, travel requirements, and administrative matters.
• Monitor important personal documentation, insurance policies, visa renewals, and expiration dates.
• Arrange personal appointments, restaurant reservations, events, accommodation, and other lifestyle bookings.
• Coordinate household services, vehicle maintenance, registrations, and other personal administrative requirements. Household Budget and Financial Administration
• Maintain and update monthly household budgets and monitor actual expenses against planned expenditure.
• Track household bills, subscriptions, rental payments, and recurring financial commitments.
• Prepare payment schedules and documentation for executive approval.
• Coordinate with the company's finance coordinator to maintain accurate personal expense records.
• Organise receipts, invoices, and supporting documentation for accounting and tax purposes. Systems, Process Improvement, and Technology
• Utilise Google Workspace applications, including Gmail, Calendar, Drive, Docs, Sheets, and Chat, to manage daily responsibilities.
• Maintain accurate task tracking and workflow records using project management and CRM platforms.
• Leverage AI tools to assist with research, drafting, summarising, and administrative efficiency while verifying output accuracy.
• Develop checklists, templates, and standard operating procedures to streamline recurring administrative tasks.
• Identify opportunities for workflow automation and process improvement. Confidentiality and Professional Judgment
• Handle sensitive business, financial, and personal information with strict confidentiality.
• Obtain executive approval before making financial commitments, confirming paid bookings, or communicating binding decisions.
• Follow established information security procedures and use only approved business systems.
• What We're Looking For: Required Qualifications and Experience
• At least 3 years of experience as an Executive Assistant or Personal Assistant supporting a business owner, senior executive, or company director.
• Demonstrated experience providing both executive business support and personal or lifestyle assistance.
• Proven ability to coordinate complex international travel, including multi-city itineraries, visa requirements, and last-minute travel changes.
• Experience managing personal or household budgets, expense tracking, bill payments, and renewals.
• Excellent written and verbal English communication skills.
• Strong proficiency in Google Workspace, particularly Gmail, Calendar, Drive, Docs, and Sheets.
• Practical experience using AI tools for administrative support, research, and document preparation. Preferred Qualifications
• Experience using monday.com, HubSpot, or similar project management and CRM platforms.
• Familiarity with Make.com or other workflow automation tools.
• Previous experience supporting executives in Australian businesses.
• Exposure to the construction, commercial shopfitting, manufacturing, or procurement industries.
• Knowledge of the Entrepreneurial Operating System (EOS), including Rocks, Scorecards, and Level 10 Meetings. Key Competencies for Success:
• Proactive and Resourceful: Anticipates executive needs and identifies solutions before problems arise.
• Highly Organised: Effectively manages complex calendars, competing deadlines, and multiple responsibilities.
• Detail-Oriented: Maintains accuracy across travel arrangements, financial records, and administrative documentation.
• Adaptable and Flexible: Responds confidently to changing priorities and occasional international time-zone requirements.
• Trustworthy and Discreet: Handles sensitive personal and business matters with integrity and professionalism.
• Excellent Communicator: Builds productive relationships with executives, colleagues, suppliers, and service providers.
• Accountable and Independent: Takes ownership of tasks and consistently follows through without requiring reminders.
• Technology-Savvy: Confidently uses digital tools and continuously looks for ways to improve efficiency. What Success Looks Like: As an Executive & Personal Assistant, you will be expected to demonstrate exceptional organisation, responsiveness, and reliability through the following outcomes:
• Weekly executive priority reports are delivered every Monday by 9:00 AM Gold Coast time.
• Executive inboxes are reviewed twice daily, with urgent matters identified within four working hours.
• Travel options and draft itineraries are prepared within 48 hours of receiving requests.
• Meetings, appointments, renewals, and important deadlines are managed without preventable oversights.
• Monthly household budgets are reconciled by the 5th of each month.
• Meeting action items are followed up within one working day.
• New requests are acknowledged within the same working day. Executive schedules, personal arrangements, and administrative systems remain organised and up to date. Your love for Boomering will jump-start with these meaningful engagement activities and perks. Using the concepts and tools of EOS (Entrepreneurial Operating System), Boomering provides a fun, rewarding, and stimulating environment where work-life balance meets a commitment to foster growth.
• Genuinely caring Leadership Team
• Competitive salary package
• Company-provided full desktop/laptop set-up with backup internet
• Free pre-employment Medical Assessment (T&C apply)
• HMO on the first day of hire
• 15 Vacation Leaves and 5 Sick Leaves
• Annual Performance Reviews
• Unlimited Employee Referral Incentives
• Employee Loan Facilities
• Social Clubs and Interest Workshops
• Company events with opportunities to win prizes and receive recognition for outstanding performance
• Statutory Benefits: Maternity, Paternity and Solo Parent Leaves, Magna Carta for Women, Retirement Benefits, OT, and Premium Pay About Boomering: Boomering is an ISO-certified, leading BPO company in Clark Freeport Zone, Pampanga. Our mission to Enrich Client and Staff Lives through Simple and Smart Offshoring Solutions and our S.T.E.P. Core Values (Service, Transparency, Excellence, and Partnership) are the foundations of our continuing success. Providing equal opportunities and a collaborative culture of excellence, Boomering is not just your average BPO. We are here to make a difference. Future-proof your career and pursue your passion with Boomering! We want career thrill-seekers who are committed to growth as much as we are. Website: www.boomering.ph Career Portal: https://boomering.zohorecruit.com/jobs/Careers Facebook and LinkedIn: Boomering Inc.; Boomering Careers