Executive Assistant

Staff Domain

. Manage the Managing Director's inbox, including actioning, delegating, filing, and flagging emails.

Posted 10/9/2026full-timePasig City • PhilippinesJuniorMid-LevelWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong HR administration capabilities, including recruitment, onboarding, and employee records management, while effectively utilizing Google Workspace and CRM platforms. Exhibits exceptional organizational skills and attention to detail in managing multiple priorities and supporting business operations.

Highest-signal resume keywords

HR Administration ExperienceGoogle Workspace ProficiencyCRM Platform ExperienceOrganizational SkillsConstruction Industry Familiarity

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

HR AdministrationRecruitmentOnboardingEmployee Records ManagementCRM ManagementDocument FormattingProposal ProofreadingSales Pipeline ManagementMeeting CoordinationPerformance Review Tracking

Soft Skills

Excellent CommunicationProactive MindsetAttention to DetailAbility to Work IndependentlyOwnership of Responsibilities

Tools & Technologies

Google WorkspaceCRM PlatformsHR CentralBuildxactXero

Industry Keywords

Construction IndustryTradesBuilding IndustryAustralian Businesses

About the role

Key responsibilities & impact

Manage the Managing Director's inbox, including actioning, delegating, filing, and flagging emails.
Draft responses to clients, subcontractors, suppliers, and key stakeholders for approval.
Coordinate the Managing Director's calendar, meetings, site visits, and travel schedules.
Prepare daily summaries of meetings, priorities, urgent matters, and outstanding follow-ups.
Log and manage new enquiries in the CRM and maintain accurate sales pipeline records.
Schedule client meetings and coordinate confirmations and reminders.
Follow up on submitted proposals and quotations to support sales and business development.
Gather drawings, specifications, and client briefs into structured job folders.
Request and follow up on subcontractor and supplier quotations.
Format, review, and proofread quotations, proposals, and business documents.
Maintain an organised Google Drive filing system and proofread outgoing correspondence.
Follow up outstanding client invoices using approved templates.
Prepare weekly business snapshots covering revenue, receivables, and sales pipeline activity.
Support the Finance Manager by collecting and organising documentation, without payment approval authority.
Coordinate weekly team meetings and record minutes and action items.
Follow up on assigned team actions and deadlines.
Maintain process documentation, procedures, and checklists.
Manage day-to-day HR administration through HR Central.
Coordinate recruitment, screening, interview scheduling, and reference checks.
Manage onboarding and offboarding, including contracts, inductions, licences, certifications, and system access.
Maintain employee records, policies, and position descriptions in HR Central.
Track probation reviews, performance reviews, and employee leave records.
Prepare HR documentation for management review and sign-off.
Provide confidential administrative support to other business interests and complete research, bookings, and ad hoc projects.

Requirements

What you’ll need

At least 2 years of HR administration or generalist experience, including recruitment, onboarding, and employee records management.
Excellent written and spoken English skills, with the ability to communicate clearly and professionally.
Strong Google Workspace skills, including Gmail, Calendar, Drive, Docs, and Sheets.
Experience using CRM platforms such as Zoho, HubSpot, or similar systems.
Familiarity with Buildxact, Xero, or construction project management software would be highly regarded.
Proactive mindset and ability to identify issues early and recommend solutions.
Exceptional organisational skills, attention to detail, and ability to manage multiple priorities.
Ability to work independently, take ownership of responsibilities, and follow through on commitments.
Experience using HR Central or a similar HR management platform would be highly regarded.
Experience within the construction, trades, or building industry would be highly regarded.
Experience supporting Australian businesses would be highly regarded.

Benefits

Comp & perks

HMO, dental, and life insurance for you and one free dependent from day one, with the option to add more.
Uncapped placement incentives.
Ongoing training and upskilling opportunities.
Paid leaves including birthday, vacation, medical, and maternity, with up to 6 vacation days convertible to cash on your anniversary.
Employee engagement activities such as year-end party, family day, team building, and more.