Senior Executive Assistant – Construction & Multi-Business Operations

Position: Senior Executive Assistant – Construction & Multi-Business Operations

Location: Remote (Philippines)
Employment Type: Full-Time
Experience: Minimum 3–5 years of relevant EA or senior administrative experience, including direct experience supporting an Australian construction business.

About the Opportunity

EasyStaff is seeking a highly capable, proactive and commercially minded Senior Executive Assistant to provide high-level administrative and operational support to a business owner overseeing multiple businesses.

This is a varied, all-rounder position suited to an experienced EA who thrives in a fast-paced environment, is confident managing competing priorities and can seamlessly move between different businesses, projects and administrative functions.

Working closely with the business owner, you will become a trusted right hand, helping streamline day-to-day operations, manage administrative workflows, coordinate documentation, liaise with suppliers and ensure essential business processes are running efficiently.

The ideal candidate will be exceptionally organised, digitally savvy and comfortable working autonomously. You will take initiative, identify ways to improve processes and confidently use modern technology, including AI tools, to work smarter and more efficiently. Previous experience working as an Executive Assistant or in a senior administrative role within an Australian construction, engineering, or trades business is essential.

About the Role

The successful candidate will provide broad executive, administrative and operational support across multiple business entities. The role combines traditional EA responsibilities with construction administration, supplier coordination, document control and digital support.

You will need to be adaptable and resourceful, comfortable switching between priorities and taking ownership of delegated tasks from start to finish. The ability to work independently, communicate professionally and keep things moving is essential.

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive executive and administrative support across multiple businesses.
• Manage business correspondence, emails and general communications.
• Coordinate calendars, meetings, appointments and follow-ups.
• Prepare, format and maintain professional business documents, reports and presentations.
• Manage data entry, record keeping and general administrative tasks.
• Assist with day-to-day business operations and ad hoc requests.

Construction & Operational Administration

• Prepare, process and manage invoices and supporting documentation.
• Request, coordinate and compare supplier and subcontractor quotations.
• Liaise with suppliers, contractors and other business stakeholders.
• Assist with purchase orders, expense tracking and administrative workflows.
• Maintain accurate project documentation and records.
• Manage document control, ensuring files, contracts and project information are correctly organised and maintained.
• Support general construction administration and project coordination.

Systems, Technology & Digital Support

• Maintain and update business information within SharePoint and CRM systems, including SharePoint 2 where applicable.
• Assist with database management, data entry and information organisation.
• Use Microsoft Excel to maintain spreadsheets, trackers and reports.
• Prepare and manage documents using Microsoft Word and Outlook.
• Assist with creating and updating basic landing pages and online business content.
• Confidently use AI tools such as ChatGPT to streamline administrative processes, improve productivity and assist with content and document preparation.
• Identify opportunities to improve systems, processes and workflows through technology.

General Business & Operational Support

• Provide flexible administrative support across multiple business entities.
• Assist with marketing administration and basic digital tasks.
• Support internal projects, business initiatives and operational requirements.
• Take ownership of delegated tasks and ensure deadlines are met.
• Proactively identify outstanding actions and follow up without requiring constant supervision.

Essential Skills & Experience

• Minimum 3–5 years’ experience in an Executive Assistant, Senior Administrative Assistant or Operations Support role.
• Previous experience supporting senior management, business owners or directors.
• Proven experie…