Job Description

​​Looking for Philippines-based candidates

Job Role: Executive Assistant

Compensation range: $2,500 AUD / Monthly

Engagement type Independent Contractor Agreement

Employment Type Full-Time
Reports To: CEO

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 boutique Australian business growth and advisory consultancy that partners closely with founders, business owners, and leadership teams. They help businesses unlock growth opportunities through strategic planning, operational improvements, financial insights, and execution support. Working as a trusted advisor, they provide hands-on guidance to help ambitious businesses scale effectively, improve performance, and achieve long-term success.

We are seeking a proactive, resourceful, and highly organized Executive Assistant to support the CEO of a growing consultancy that works with founder-led businesses. This role is designed to take ownership of the CEO's day-to-day operational workload, allowing them to focus on clients, business development, and strategic growth. The ideal candidate will serve as a trusted partner who anticipates needs, manages priorities, drives follow-through, and ensures that critical administrative and operational functions run seamlessly. The CEO works AI-first, so this role uses Claude as a primary tool to produce more with less and keep delivery fast.

Key Responsibilities:

Calendar & Time Management

• Manage the CEO’s calendar, scheduling, rescheduling, and prioritizing appointments.
• Coordinate meetings and prepare brief pre-meeting summaries.
• Arrange business travel, including flights, accommodation, and itineraries.

Inbox & Communication Management

• Monitor and prioritize the CEO’s inbox.
• Draft and respond to routine communications on the CEO’s behalf.
• Coordinate scheduling and follow-ups with clients, team members, and contractors.

Administrative & Operational Support

• Prepare and format reports, presentations, and business documents.
• Maintain organized records, project trackers, and business files.
• Assist with invoicing, expense tracking, and contractor administration.

Meeting & Project Coordination

• Take meeting notes and track action items.
• Follow up on tasks and deadlines to ensure completion.
• Coordinate with contractors, agencies, and external partners as needed.

Process Improvement

• Document and maintain SOPs and recurring processes.
• Identify opportunities to improve workflows and efficiency.
• Take ownership of responsibilities with minimal supervision.

AI-Enabled Productivity (Claude)

• Use Claude as the default first step for drafting emails, summarising meetings, formatting documents, and first-pass research, then refine the output.
• Review and verify all AI-generated work before it is sent or actioned. Treat Claude's output as a first draft to check and correct, never as final truth.
• Draft in the CEO's voice using Claude, editing until communications are send-ready.
• Turn recorded SOPs into reusable Claude prompts so recurring tasks run the same way every time.

Requirements

Required Skills and Qualifications:

• 3-5 years of proven experience as an Executive Assistant, Virtual Assistant, or Operations Coordinator.
• Experience supporting founders, executives, consultants, or business owners.
• Previous experience working remotely for Australian, U.S., or international companies.
• Familiarity with process documentation, workflow management, and business operations.
• Exceptional organizational and time management skills with strong attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal English communication skills.
• Experience managing executive calendars, inboxes, and travel arrangements.
• Proficiency in Microsoft Office, Outlook, Slack, Notion, Google Workspace, and AI tools such as Claude, or similar tools.
• Strong problem-solving skills and ability to work independently.
• Highly proactive with the ability to anticipate needs before they arise.
• Professional discretion and ability to handle confidential information.
• Ability to work consistently during Sydney (AEST) business hours.
• Confident, daily user of AI tools (Claude or equivalent), able to produce strong first drafts and reliably catch when AI output is wrong. This is a core requirement, not a nice-to-have.

What Success Looks Like

First 30 Days

• Take ownership of calendar management and inbox triage.
• Document recurring tasks and workflows.
• Begin running recurring tasks through Claude where it saves time.

First 60 Days

• Independently manage travel arrangements and meeting preparation.
• Track and follow up on action items without prompting.

First 90 Days

• Significantly reduce the CEO's administrative workload.
• Reliably manage day-to-day operations with minimal oversight.
• Become a trusted partner for operational and administrative support.

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”)