Fund Administration & Executive Assistant 025-1045

Looking for Philippines-based candidates

Job Role: Fund Administrator & Corporate Affairs

Compensation range: $2,500 - $2,800 AUD / Monthly DOE

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with Australian business hours (approximately 9:00 AM - 5:00 PM AEST/AEDT, Monday to Friday) for collaboration purposes. As an independent contractor, you will have flexibility in how you manage your time provided deliverables and service standards are maintained.

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 growing Australian financial services and investment group operating across Australia and Southeast Asia. They manage investment products, corporate entities, and regulated financial services, and are expanding their operations to support future growth. This is an opportunity to play a key role in overseeing fund operations, corporate administration, and regulatory compliance.

Role Overview: You will be responsible for coordinating a broad range of administrative, operational and executive support activities across the group. The role combines functions of executive assistant, AFS Licencing compliance, fund and investor administration, reporting and lodgements, and workflow and systems development.

The successful candidate will work closely with the Managing Director and interact with accountants, lawyers, compliance consultants, registry providers, service providers and investors. The ideal candidate will be organised, proactive, detail-oriented and capable of managing multiple priorities while ensuring important tasks, deadlines and follow-up actions are completed efficiently and accurately.

Key Responsibilities:

1. Executive & Personal Assistance

• Manage the Managing Director’s calendar and meetings
• Coordinate meetings, travel and appointments
• Prepare agendas, documents and follow-ups
• Draft emails and business correspondence
• Monitor inboxes and escalate key matters
• Conduct research and prepare summaries
• Assist with reports, presentations and proposals
• Maintain records and track action items

2. Corporate Affairs & Administration

• Maintain company records, registers and corporate files
• Manage corporate calendars and regulatory deadlines
• Coordinate document execution and maintain registers
• Assist with annual reviews, renewals and routine filings
• Coordinate information requests from accountants, lawyers and consultants
• Maintain records for trademarks, licences, registrations and business names
• Coordinate office administration, suppliers and service providers
• Ensure corporate records are accurate, organised and up to date

3. Regulatory & Compliance Administration

• Maintain compliance calendars, registers and documentation
• Coordinate regulatory submissions and information requests
• Track licence, registration and reporting obligations
• Liaise with external compliance advisers and consultants
• Follow up outstanding compliance actions and documentation
• Ensure compliance records are accurate, secure and up to date

4. Fund & Investor Administration

• Administer managed investment products and investor records
• Coordinate investor onboarding, applications and KYC documentation
• Maintain fund, investor and unit holder records
• Monitor workflows, distributions and investor communications
• Assist with investor enquiries and administrative requests
• Liaise with registry and service providers on routine matters

5. Stakeholder & Service Provider Coordination

• Coordinate communication with service providers, consultants, and advisers.
• Schedule meetings and maintain records and documentation.
• Assist with onboarding new providers and operational platforms.
• Track deliverables, outstanding actions, and follow-ups.
• Support operational improvements and administrative procedures.

6. Document & Workflow Management

• Manage operational workflows using Microsoft 365 platforms.
• Maintain task lists, schedules, policies, and operational records.
• Manage SharePoint, Teams, and document management systems.
• Ensure corporate and investor records are properly maintained.
• Support process improvements, automation, and efficiency initiatives.

Tools & Systems

The successful candidate will be expected to work with:

• Microsoft 365 (Teams, SharePoint, Planner, Outlook, Excel and Word)
• ASIC online portals (corporate and AFS Licensing)
• ATO online services (non-accounting lodgements)
• Document management systems
• Workflow and task management software (M365 Planner)
• Fund registry platforms
• Video conferencing and collaboration tools

Requirements

Required Skills & Qualifications

• 3+ years of experience in administration, executive assistance, or financial/corporate administration.
• Strong Microsoft 365 skills and experience managing multiple priorities.
• Excellent organisation, time management, and attention to detail.
• Strong written and verbal English communication skills.
• Ability to work independently and maintain accurate records.
• Professional, discreet, and trustworthy when handling confidential information.
• Experience supporting a Managing Director, business owner, or senior executive.
• Background in Australian financial, accounting, legal, or professional services.
• Experience with Xero or similar accounting systems and Australian businesses.

Highly Desirable

• Experience coordinating accountants, lawyers, and professional advisers.
• Familiarity with investor administration, KYC, managed funds, or trustee structures.
• Experience with international businesses and Microsoft Planner, SharePoint, or workflow systems.

Reporting & Oversight Structure

• Reports directly to the Managing Director
• Works closely with accountants, lawyers, compliance consultants, registry providers and service providers
• Responsible for coordinating administrative workflows and ensuring tasks are progressed in a timely manner
• Expected to operate with initiative, accountability and sound judgement within established guidelines
• Plays an important role in maintaining operational efficiency, organisation and stakeholder coordination across the group

Work Arrangement & Expectations

This is a remote independent contractor engagement.

Successful candidates will be expected to:

• Disclose any current client engagements or ongoing employment
• Maintain strict confidentiality regarding all corporate, investor and personal information
• Demonstrate professionalism when dealing with investors, advisers, service providers and
• stakeholders
• Reflect this engagement on their LinkedIn profile as an "Independent Contractor" if
• requested
• Maintain sufficient working capacity to meet agreed service levels and deadlines