Executive Assistant – Operations & People Support

About the Role

We’re seeking a sharp, proactive, and experienced Executive Assistant to support our Operations Manager across a range of high-impact business and people functions. This role blends classic EA responsibilities with operational and HR coordination — ideal for someone who thrives in a dynamic, fast-paced business and knows how to support senior leaders with confidence, discretion, and precision.

You’ll act as a force multiplier to our Operations Manager — managing calendars, comms, reporting, and people logistics while ensuring nothing falls through the cracks. This role is perfect for someone with 5+ years of EA experience supporting executives or directors who is ready to bring structure, rhythm, and insight to a growing business.
________________________________________
Key Responsibilities

Executive & Operational Support
• Manage daily calendars, meeting schedules, and logistics with minimal oversight
• Take meeting minutes, track action items, and drive follow-up to completion
• Triage and manage inboxes – draft replies, flag urgent issues, and ensure nothing is missed
• Format internal documents, reports, and presentations
• Draft internal communications (Slack posts, team updates, celebrations)
• Compile weekly department reports (lead times, risks, project status, team wins)
• Support AR follow-ups and escalate issues as needed
• Conduct structured research (e.g., tools, software, hardware, vendors)
• Build and refine internal templates and SOPs based on existing formats

People & HR Coordination
• Assist with onboarding logistics and documentation, especially for PH-based team
• Help manage job ads (e.g., Seek), screen applicants, and coordinate interviews
• Prepare materials for team performance reviews and coordinate schedules
• Monitor payroll timesheet submissions and follow up with employees
• Plan and coordinate team-building events or offsites
________________________________________
What We’re Looking For
• Minimum 5 years’ experience as an Executive Assistant supporting executives, founders, or senior managers
• Impeccable written English – capable of professional, polished internal and external comms
• Highly proactive – anticipates needs, takes initiative, and owns outcomes
• Strong time and task management across multiple stakeholders and competing priorities
• Detail-obsessed with a natural ability to bring order to chaos
• Tech-savvy – comfortable with Microsoft 365 suite, Slack, Trello/Asana, Odoo, Seek, and more
• Emotionally intelligent – can communicate warmly while maintaining clarity and structure
________________________________________
Bonus Skills (Nice to Have)
• Experience supporting HR functions (recruitment, onboarding, people ops)
• Familiarity with remote or hybrid workplaces (especially AU/PH teams)
• Previous exposure to the construction, architecture, or surveying industries (not essential)
________________________________________
What You'll Get
• Work alongside a sharp, forward-thinking Ops Manager and leadership team
• Clear scope, structured systems, and the freedom to improve them
• Be part of a values-driven company scaling fast, where your input will have impact
• Opportunities to grow into a more strategic operations or people partner role over time
_____________________________________
How to apply
1. Send your resume.
2. Record a video of yourself as a video resume specific to this role.
3. Tell us why you're interested in this role.
4. How your experience in operations and HR support in the past gives you the experience to excel in this role.