Executive Assistant & Business Operations Coordinator (013-0999)

Looking for Philippines-based candidates

Job Role: Executive Assistant & Business Operations Coordinator

Compensation range: $2,000 AUD / Monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client 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: Our client is a purpose-driven nonprofit organization committed to expanding access to quality healthcare for underserved communities both locally and internationally. Through medical outreach programs, community partnerships, and volunteer initiatives, they work to improve lives by delivering compassionate care, promoting wellness, and supporting sustainable health solutions. Guided by a mission of service and empowerment, the organization strives to create lasting, positive impact-one person and one community at a time.

Role Overview: We are seeking a proactive and highly organized Executive Assistant & Business Operations Coordinator to provide comprehensive administrative, sales, and operational support to a growing business. This role is ideal for someone adaptable, tech-savvy, and eager to learn multiple service lines, including NDIS, aged care, and commercial cleaning. You will play a key role in managing day-to-day operations, supporting sales outreach, handling customer enquiries, maintaining digital platforms, and ensuring business processes run efficiently. The successful candidate will receive structured onboarding through documented processes and daily screen-sharing sessions to develop a strong understanding of the business.

The Executive Officer will report directly to the Director and work closely with key operational staff across NDIS, accommodation, cleaning, gardening, and administration services.

Key Responsibilities:

Executive Assistance

• Managing shared business email inboxes and responding to enquiries.
• Managing my calendar, appointments, and meeting schedules.
• Coordinating bookings and staff rosters.participants, families, and referral partners.
• Preparing business documents, service agreements, and reports.
• Assisting with recruitment, onboarding, and maintaining staff records.
• Coordinating website enquiries and supporting our marketing activities.

NDIS Compliance & Documentation

• Assisting with NDIS administration, compliance and onboarding.
• Understanding and maintaining NDIS participant records
• Assisting with service agreements and onboarding documentation
• Maintaining compliance records and audits
• Incident reporting and record management
• Maintaining worker screening and training registers

Invoicing & NDIS Administration

• Preparing invoices for Plan Managers, Self-Managed, and NDIA participants
• Following up on outstanding invoices and payments
• Maintaining participant budgets and service tracking
• Supporting payroll data collection for staff and contractors
• Experience with systems such as:

• There are several different software programs for different problems
• Xero

CRM & Database Management

• Managing CRM systems and client databases on several different websites for different businesses
• Maintaining customer databases and CRM systems
• Tracking leads and referral partners
• Recording interactions and follow-up activities
• Generating weekly business reports

Requirements

Required Skills and Qualifications:

• Previous experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, or in a similar support role.
• Previous experience working with an Australian company/client
• Previous experience in NDIS administration and aged care administration
• Experience with sales support, lead outreach, or customer service is highly desirable.
• Strong verbal and written English communication skills with a professional phone manner.
• Experience managing email inboxes, calendars, and general administrative functions.
• Strong bookkeeping experience and familiarity with accounting software are advantages.
• Experience /CMS platforms.
• Experience managing business social media accounts and creating or scheduling content.
• Strong computer skills and proficiency with Microsoft Office or Google Workspace.
• Ability to quickly learn new industries, systems, and processes through structured training.
• Highly organized with excellent attention to detail and strong time management skills.
• Self-motivated, proactive, and capable of working independently in a remote environment.
• Comfortable participating in daily screen-sharing and collaborative training sessions.

Key Performance Indicators (KPIs)

• Response time to enquiries
• Number of outbound sales calls completed
• Appointment bookings generated
• Social media content scheduled
• Invoices processed accurately
• Database updates completed
• Weekly reporting delivered on time

Technology Requirements

• Reliable internet connection (minimum 50 Mbps)
• Dedicated home office workspace
• Noise-cancelling headset
• Dual monitor setup preferred
• Backup internet connection preferred

Confidentiality & Data Security

• Handling sensitive client information confidentially
• Following privacy and data security procedures
• Understanding Australian privacy obligations

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)