Job Description

​​Looking for Philippines-based candidates

Job Role: Executive Assistant

Compensation range: $1800 AUD - $2500 AUD / Monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with the Australian business hours (approximately 8 AM - 4 PM ACDT/ACST, Monday to Friday). As a contractor, you'll have flexibility in managing your time, though availability during peak operations (6 AM - 9 PM during busy season) is essential.

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: The client is growing a diversified Australian agricultural and engineering business poised for significant expansion. Currently operating three divisions with more in development:

Seed cleaning business- Specialized seed cleaning, grading, and treatment services that help farmers improve crop germination rates and overall yield. They support local farming communities by removing unwanted elements from seed stock, enhancing seed quality, and delivering reliable, practical solutions tailored to agribusiness needs. Led by an industry veteran with over 25 years of expertise.

Engineering business - Custom engineering solutions for the rural sector (expanding)

Trailers company - Import and distribution of quality car trailers and horse floats - First major shipment arriving late June 2025 with eCommerce store launch planned

What's Next: The client is actively expanding into eCommerce, growing their trailer business, and scaling their engineering division. This means real growth opportunities for the right person who wants to grow with them.

We are seeking an Executive Assistant who will be the organizational force that keeps daily operations running smoothly so the business leaders can focus on growing the business. As Executive Assistant, you'll own the back-office systems, administration, finance tracking, and marketing coordination across our growing group of businesses.

You'll be the person who takes ownership of their systems, learns them inside-out, and runs them without needing constant supervision.

This isn't a role where you wait for instructions. This is a role where you see what needs to be done and do it. Where you identify problems before they become problems. Where you make the two business leaders' lives easier every single day.

Requirements

Key Responsibilities:

Financial Administration & Accuracy

• Outcome: The business leaders never worry about invoicing, reconciliation, or payments
• Complete Xero reconciliations daily from November 1st to May 31st and weekly from June 1st to October 31st
• Create daily invoices in ServiceM8 during busy season using uploaded job sheet photos
• Email Accounts daily to confirm invoice approval for Walco Seed
• Update Xero purchase orders once per week
• Collate supplier invoices and prepare them for export to Xero
• Follow up on overdue payments with clients professionally and persistently
• Process banking and account reviews using banking apps and Xero

Success Metric: 100% invoice accuracy, zero missed reconciliations, overdue payments reduced by 50%+

Operations & Scheduling Excellence

• Outcome: Every job is tracked, every machine is monitored, operations run smoothly
• Create and maintain a shared Business Calendar for all management staff
• Schedule jobs and maintain up-to-date calendars in ServiceM8
• Track client details and service history meticulously
• Prepare weekly job completion summaries for each machine showing:
• Tonnes processed
• Hours operated
• Chemical (pickle) usage based on job sheets
• Manage chemical stock control: Record each refill from headquarters with photo of batch number
• Diesel ordering: Place orders when team reports levels below 2,000 litres (after management approval)
• Update spreadsheets and internal registers
• One-time project: Create comprehensive file of all seed dressing labels and info sheets for easy client access

Success Metric: Weekly summaries delivered on time, zero stock-outs, smooth scheduling with no conflicts

Digital Organization & Systems

• Outcome: Everything is findable, organized, and professional
• Keep Google Drive folders clean, logical, and correctly named
• Create, update, and organize Standard Operating Procedures (SOPs) and training videos
• Organize and manage Google email and calendar for the two business leaders
• Prepare forms and internal documents for the team
• Maintain LastPass for secure access management
• Build systems that scale as we add new businesses

Success Metric: Any team member can find any document in under 2 minutes, SOPs updated monthly

Marketing & Brand Presence

• Outcome: Consistent, engaging social media presence with minimal management involvement
• Develop and execute social media posting schedule for Facebook, Instagram, LinkedIn, and X (Twitter):
• Friday: Weekly review of work completed and outcomes achieved
• Monday & Wednesday: Develop recurring themes with management input
• Create engaging posts using basic design tools (Canva or similar)
• Assist with email campaigns via Mailchimp and HubSpot
• Maintain consistent brand messaging across all platforms
• Support upcoming eCommerce store marketing (Trailer business)

Success Metric: 3 posts per week, every week. Growing engagement and follower base.

Future Growth: As we expand, we'll hire a dedicated marketing VA who will work alongside you. You'll coordinate with them and ensure brand consistency.

HR & Communication

• Outcome: Team feels valued, communication is seamless
• Manage basic HR tracking and staff anniversary reminders
• Respond promptly to enquiries via email, WhatsApp, and other channels
• Order supplies using Xero purchase orders when requested
• Be the communication hub that keeps everyone connected

Success Metric: All enquiries responded to within 4 business hours, zero missed anniversaries

Required Skills and Qualifications:

Non-Negotiable Requirements:

• ServiceM8 experience - This is essential (or very similar job management software)
• Basic Xero experience - You should be comfortable with bookkeeping software
• Strong marketing skills - Social media content creation and scheduling
• Exceptional organizational abilities - You naturally create order from chaos
• Self-starter mentality - You don't need hand-holding or constant direction
• Detail-oriented perfectionist - Errors are rare because you catch them first
• Clear English communication - Written and verbal fluency is essential
• Proactive with AI tools - Comfortable using Claude, ChatGPT, and other AI tools to improve efficiency, draft content, solve problems, and streamline workflows

Highly Valued Experience:

• Previous Executive Assistant or operations support experience
• Rural, agricultural, or engineering business exposure
• Google Drive organization and file management expertise
• Social media marketing with Canva or design tools
• eCommerce experience (bonus for upcoming launch)
• Experience working with Australian clients/businesses

Tools:

• Communication: Gmail, Google Workspace, WhatsApp, VentraIP hosting tools, Mobile phone/SMS apps
• Job & Financial Management: ServiceM8 (bookings, job cards, workflow, invoicing, reporting)
• Must have experience in Xero (accounting, reconciliations, purchase orders)
• Must be comfortable in using Google Calendar, Banking apps
• Productivity & Organization: Google Drive, Google Sheets, Google Docs, Apple Business
• Marketing: Facebook, Instagram, X (Twitter), Mailchimp, HubSpot, Website CMS, Canva (or similar design tools)
• AI & Productivity Tools: Claude, ChatGPT, and other AI tools for content creation, problem-solving, and workflow optimization
• Security: LastPass for credential management

Peak Season Requirements

CRITICAL Time off during November through the end of June is strongly discouraged due to peak season operations. This is their busiest time and they need you fully available and engaged.

Outside peak season (July-October): Very flexible with time off, scheduling, and work arrangements.

During peak season:

• Operations run from 6 AM to 9 PM daily
• Daily reconciliations and invoicing are non-negotiable
• Responsiveness and availability are critical to business success
• Your ability to handle high volume and maintain accuracy is essential

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”)