Executive Assistant to CEO & Office Assistant (PH-Based) Must have at least 5 years of experience working as EA

Please apply ONLY IF YOU HAVE the required background experience. Must have 5-10 years of experience working as an Executive Assistant to a Director/CEO or owner of the business, providing direct support in both personal and business-related tasks. This is an urgent position.

Interested candidates MUST send a link to his/her RESUME AND A SHORT VIDEO INTRODUCTION.
Only applications that include this information will be processed. Thank you.

Location: Remote (Philippines only)
Type: Full-Time, Long-Term
Working Hours: Must be available during Melbourne business hours (AEST)

About the Role
We are a small, fast-growing business based in South Melbourne, Australia. Our CEO is seeking a highly reliable, organised, and proactive Virtual Assistant.


This is a hybrid role:
You will be the right hand to the CEO for personal matters, travel, planning, and communication.

You will also support the broader office admin needs including internal communications, reminders, and preparing simple reports.

This role is ideal for someone who is fast-moving, takes initiative, and has excellent written English, grammar, and typing skills.


Key Responsibilities

Support to CEO (Executive + Personal Tasks)
- Daily check-in with the CEO to align on priorities
- Monitor and respond to CEO’s emails, and send emails on his behalf
- Calendar management – meetings, appointments, follow-ups
- Book personal appointments and make online purchases as needed
- Organise gifts for personal occasions (e.g. birthdays, anniversaries)
- Plan and coordinate personal trips (e.g. flights, hotel bookings, itineraries)
- Support with China/Canton Fair (April/May annually)
- Assist with personal projects (e.g. Station Wellness Room, Wellness Centre)
- Manage CEO’s personal digital filing – including:
* Updating personal Xero files
* Maintaining property spreadsheets (rental income, expenses, etc.)
* Organising and keeping personal files and records up to date

Office & Team Support
- Prepare agendas or short reports for team huddles
- Keep track of key internal events (e.g. birthdays, work anniversaries)
- Provide general admin and internal communications support
- Help with task tracking using Slack/ Basecamp/Notion

What We’re Looking For
- Extremely Responsible & Reliable – You take full ownership of tasks
- Fast Responder – High availability during Melbourne hours
- Highly Organised – You thrive on order, structure, and systems
- Excellent English (Written & Spoken) – You can write and edit emails confidently
- Fast Typist – You can keep up with fast-paced work and clean formatting
- Problem Solver – You anticipate roadblocks and always provide a backup plan
- Discreet & Trustworthy – You’ll be managing sensitive personal and financial info
- Tech-Savvy – Quick learner with tools like Xero, Google Workspace, task trackers

Nice to Have:
- Experience working with Australian business owners or executive teams
- Familiarity with Xero, spreadsheets (Google Sheets/Excel), and filing systems
- Background in personal assistance, admin, bookkeeping, or property management

Tools You’ll Use:
- Gmail & Google Calendar
- Google Drive / Sheets / Docs
- Basecamp/ Notion
- Zoom or Google Meet (for check-ins)
- WhatsApp / Slack
- Xero (for personal filing)

Who We’re Looking For
- Extremely Responsible & Reliable – You take ownership and follow through
- Quick Responder – Prompt updates and strong daily communication are essential
- Very Organised – Able to manage multiple tasks and priorities at once
- Strong Planner & Problem Solver – Always thinking ahead with a backup plan
- Excellent Written English – Grammar, tone, and professionalism are a must
- Fast Typist – Able to type and format emails and documents efficiently
- Trustworthy & Professional – Handles confidential information with care
- Confident with Tools – Knows or can quickly learn Gmail, Calenda, etc.

Nice to Have (But Not Required):
- Experience supporting Australian clients
- Familiarity with online tools like Google Workspace, Slack, or Notion
- Background in personal assistance, executive admin, or project coordination