Position: Executive Assistant (Construction & Property Development)
Salary: PHP 75,000 - 85,000
Working Hours & Conditions: Aligned with Australian hours; full-time (remote)
Holidays : AU Holidays
ABOUT THE COMPANY:
The client is a property development business based in Newcastle, Australia, run by a solo developer using a network of external consultants. The company focuses on:
- Commercial and industrial developments
- Residential land subdivisions (not residential building)
- ~8 active projects at varying stages of completion
The business operates deliberately “under the radar” with no in-house staff, relying on strong
systems and external partners.
OVERVIEW:
Provide end-to-end executive and project administration support to the Director, with a heavy focus on:
- Managing and triaging a high-volume inbox
- Owning document management and filing into SharePoint
- Communicating confidently with builders, consultants, and other stakeholders in the
property development lifecycle.
This role is ideal for someone with construction/property exposure who enjoys being the right hand to a busy founder.
RESPONSIBILITIES:
- Email & Calendar Management
- Own the Director’s inbox:
- Triage, prioritise, and respond to emails where appropriate
- Draft replies for the Director’s review where needed
- Flag and escalate time‑sensitive items
- Maintain simple calendar structure:
- Block time for “needs review” and “cannot answer” items
- Schedule and confirm meetings with stakeholders
- Document & SharePoint Management
- File all incoming documents into the correct SharePoint project folders
- Maintain consistent naming conventions and version control (e.g. latest plans on top)
- Ensure:
- Plans, approvals, contracts, finance documents, construction documents, etc.
- Are saved in the correct subfolders (feasibility, finance, accounts, construction, approvals, etc.)
- Retrieve documents quickly on request (e.g. latest site layout, building contract, survey, town planning report).
- Stakeholder Communication Support
- Draft and send clear, professional emails to:
- Builders and head contractors
- Surveyors
- Town planners
- Architects/drafters
- Engineers
- Solicitors (re: sale contracts and related docs)
- Follow up on outstanding items (plans, approvals, contracts, signatures, variations, etc.).
- Summarise key email threads and decisions for the Director.
- Project & Admin Support
- Maintain simple trackers or logs for each project (key dates, approvals, milestones, key contacts).
- Assist with preparation and organisation of documents for:
- Development approvals
- Building contracts and progress claim support docs
- Sales contracts and related correspondence
- General admin tasks as required to free up the Director’s time.
- Growth Mindset & Future Support
- A growth mindset is imperative as there will be basic support for future initiatives such as:
- Development management services for other developers
- Assisting with website content updates and basic social media coordination (if/when launched)
- Coordinating with external providers for website and marketing tasks
Requirements
QUALIFICATIONS:
- Construction / Property Knowledge
- Experience in, or strong exposure to, property development or construction (preferred).
- Familiarity with the typical sequence of a project:
- Approvals → building contract → construction → sales/leases
- Ability to understand and work with documents such as:
- Plans, surveys, engineering reports, town planning docs, contracts.
- Administrative & Technical Skills
- 3+ years in an EA, project admin, or similar role (ideally in construction/property or related fields).
- Strong email and calendar management skills.
- Confident managing cloud file systems (SharePoint/OneDrive or similar).
- Proficient in:
- Microsoft 365 (Outlook, Word, Excel, SharePoint)
- Basic online tools (Teams/Zoom, PDF tools, etc.).
- Communication
- Excellent written and spoken English.
- Able to adopt a clear, direct, professional tone with Australian stakeholders.
- Comfortable communicating with senior professionals (builders, solicitors, consultants).
- Work Style
- Highly organised, detail‑oriented, and reliable.
- Proactive and able to “learn the way the Director works” and anticipate needs.
- Comfortable working independently with minimal supervision.
- Willing to learn industry specifics and continuously improve.
WHY THIS ROLE MATTERS:
- Freeing the Director from email and admin will:
- Increase speed and quality of responses to builders and consultants
- Improve project organisation and document control
- Create capacity for more projects and new ventures (e.g. development management services, future supplement business)