Executive Assistant (Construction & Property Development) - 191

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)