Executive Assistant / Senior Chief of Staff - 1389

Looking for Philippines-based candidates

Job Role: Executive Assistant / Junior Chief of Staff

Compensation range: $2,000 AUD - $2,500 AUD / Monthly

Engagement type: Independent Contractor Agreement

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: We are a Sydney-based luxury interior design studio creating highly personalized homes that balance sophisticated design with warmth, functionality and individuality. From renovations and new builds through to furniture, art and styling. We take a considered end-to-end approach to transforming spaces. Every project is shaped around the client’s lifestyle, taste and vision with careful attention to form, materials, texture and the finer details that make a home feel truly personal.

Our experienced multidisciplinary team works closely with clients, builders, architects and other design professionals to guide projects from the initial concept through to construction and final styling. Combining creative thinking with detailed planning, advanced visualisation and a strong understanding of the build process. We bring ideas to life with clarity and care. The result is beautifully resolved, enduring spaces that feel distinctive, cohesive and uniquely their own.

Role Overview: We are looking for a highly capable Executive Assistant / Junior Chief of Staff to become the CEO’s operational right hand. The role is responsible for keeping the CEO organized, protecting their time and ensuring priorities, commitments and follow-ups are completed. This includes managing the inbox and calendar, coordinating meetings and travel, preparing briefings, following up staff and stakeholders, tracking deadlines and escalating matters requiring CEO attention.

A major focus will be using AI and automation to reduce administration and improve efficiency. You’ll build systems for email triage, meeting summaries and action items, research, document drafting, SOPs, automated follow-ups, reporting and CEO briefing materials. The ideal person is proactive, highly organised, commercially aware and confident working independently while continuously finding smarter ways to support the CEO.

Key Responsibilities: 

Executive Support

• Manage the CEO’s inbox, calendar, meetings and daily priorities.
• Triage incoming requests and determine what requires CEO attention.
• Prepare daily briefings, meeting agendas, notes and follow-up actions.
• Coordinate travel, bookings, appointments and scheduling.
• Handle sensitive, confidential and relationship-based communications.
• Track CEO commitments, deadlines, projects and outstanding actions.

Coordination & Follow-Through

• Follow up staff, contractors, clients and stakeholders on outstanding actions.
• Maintain visibility over deadlines and deliverables.
• Ensure agreed actions from meetings are assigned, tracked and completed.
• Identify potential issues or delays and escalate them before they become problems.
• Support the CEO with research, decision preparation and ad-hoc projects.

AI & Automation

• Use AI to reduce repetitive administration and improve the CEO’s workflow.
• Build systems for email triage, first-draft responses and information summarisation.
• Use AI for meeting transcription, summaries, action items and follow-ups.
• Research and prepare concise briefing documents and decision-support materials.
• Draft presentations, documents, SOPs and internal communications.
• Develop automated reminders, reporting and weekly CEO updates.
• Continuously identify opportunities to improve workflows through AI and automation.

Requirements

• 3+ years of experience as an Executive Assistant, Senior EA, Personal Assistant, Operations Coordinator or similar.
• Strong experience supporting a senior executive, founder or business owner.
• Exceptional organization, prioritisation and follow-through.
• Excellent written and verbal English communication.
• High level of discretion and comfort handling confidential information.
• Strong attention to detail without losing sight of priorities.
• Comfortable working independently and making sensible decisions without constant direction.
• Strong digital skills and willingness to learn new systems quickly.
• Practical experience using AI tools to improve productivity and workflows.
• Ability to manage multiple priorities in a fast-moving environment.
  

Tools & Software

Experience with some or most of the following is preferred:

• Microsoft 365 – Outlook, Teams, Word, Excel, PowerPoint, OneDrive
• Google Workspace – Gmail, Calendar, Docs, Sheets, Drive, Meet
• AI Tools – ChatGPT, Claude, Gemini or similar
• Meeting & Transcription – Otter.ai, Fireflies.ai, Fathom or similar
• Task & Project Management – Asana, ClickUp, Monday.com, Trello or Notion
• Communication – Slack, Microsoft Teams, Zoom
• Automation – Zapier, Make, Power Automate
• CRM – HubSpot, Salesforce or similar
• Documentation / Knowledge Management – Notion, Confluence, Google Drive or SharePoint
• Scheduling & Travel – Calendly, Google Calendar, Outlook and relevant travel-booking platforms

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”)