Administration Assistant to the CEO | AU | WFH

Job Description

Setup and Location : Work from Home

Work Schedule :  8 : 30 AM – 4 : 30 PM AEST | 5 : 30 AM – 2 : 00 PM PHT

Employment Type : Full-time

Ready to do work that actually excites you?

The Administration Assistant provides direct daily support to the CEO and ensures that the company’s communication, documentation, and financial administration are organised, traceable, and compliant.

This position acts as the eyes and ears for the CEO—managing his inbox, maintaining communication visibility across all company projects, ensuring that instructions, variations, and invoices are properly recorded, and enabling the CEO to make informed decisions quickly.

The role is central to managing the flow of communication across the company’s six-person engineering team, helping maintain accurate project correspondence, and supporting monthly variation tracking, billing, and documentation control.

Key Responsibilities :

A. Executive Support & Inbox Management

• Monitor the CEO’s inbox and company-wide shared mailboxes daily.
• Review every incoming and outgoing email, ensuring it is :
• Saved to the correct project folder (via ClickUp, eWay-CRM, or Outlook).
• Tagged or filed so correspondence can be easily located.
• Identify emails requiring CEO decision or response :
• Leave those unread and flag them for CEO review.
• Manage and declutter inboxes :
• Remove non-business or subscription content (after verification).
• Maintain a daily routine of categorising and archiving.
• Support the CEO by preparing meeting folders, collating attachments, and managing day-to-day
• administrative follow-ups.
• Maintain confidentiality at all times when handling sensitive client, financial, or personal information.

B. Meeting Monitoring & Reporting

C. Project Variation Tracking & Administration

D. Financial Administration & Xero Support

E. Internal Coordination & Team Assistance

F. Communication with the CEO

Tools & Systems

System Purpose / Use

Onboarding & Training (First 3 Weeks)

Week 1 – Orientation

Week 2 – Process Familiarization

Week 3 – Independent Operation

Performance Indicators

Career Development

Requirements

What You Bring

We’re looking for someone who :

Competence in :

Desirable

Benefits

Why You’ll Love Working Here

Let’s Talk

If you’re thinking “this sounds like me”—it probably is. Click apply. We can’t wait to meet you.

Requirements

We’re looking for someone who : Proven experience in executive or administrative support. Strong written and verbal English communication skills. Excellent organisational and attention-to-detail skills. Competence in : Outlook / Microsoft 365 Suite (Word, Excel, PowerPoint) Xero (raising POs, checking bills, reconciling attachments) ClickUp (task tracking, Gantt chart use, project visibility) eWay-CRM (email filing and contact management) Fireflies (meeting summaries and linking to projects) Ability to manage multiple communication channels simultaneously. Strong confidentiality and professional discretion. Desirable Experience in an engineering, construction, or fire protection business. Understanding of project documentation (tenders, drawings, scope changes). Basic familiarity with billable hours tracking and project cost structures.