Job Title:Executive Operations Assistant
Location: Remote
Start Date: Immediate
Job Type: Full-Time (40 hours per week)
Job Summary
The Executive Operations Assistant (EOA) transforms operational noise into structured, decision-ready information, enabling faster, more accurate decisions, reduced cognitive load, and smoother business operations. They coordinate daily activities, track communication, manage tasks, and maintain system discipline across tools like Wunderbuild, Xero, Google Drive, and WhatsApp to ensure workflows run efficiently.
Key Responsibilities
- Filter and organise incoming communications from clients, trades, and internal teams
- Consolidate updates into clear, structured, decision-ready summaries
- Present only priority matters requiring executive input
- Coordinate daily activities across active jobs and projects
- Track communication, tasks, and follow-ups to ensure accountability
- Maintain accurate status reporting and workflow visibility
- Prepare reports, documents, and updates for faster decision-making
- Organise project files and digital documentation across Google Drive
- Manage Google Calendar, including site visits, meetings, and scheduling efficiency
- Oversee system discipline and trade coordination within Wunderbuild
- Streamline invoice capture and financial data entry using Xero and Dext
- Monitor WhatsApp team and client chats, filtering noise and escalating key items
- Support workflow optimisation and future implementation of tools like ClickUp, Trello, or Slack
- Ensure smooth follow-through on tasks without unnecessary escalation
Qualifications
- Proven experience in an Executive Assistant, Operations Assistant, Project Coordinator, or similar role
- Strong ability to filter information, prioritise tasks, and present clear summaries for decision-making
- Excellent organisational and workflow management skills
- Experience coordinating across multiple stakeholders, clients, trades, and internal teams
- High level of accountability and follow-through, ensuring tasks are completed without escalation
- Proficiency with tools such as Google Workspace, Google Calendar, Google Drive, Xero, Dext, and WhatsApp
- Experience with project or workflow management platforms (e.g., Wunderbuild, ClickUp, Trello, Slack) is highly regarded
- Strong written and verbal communication skills, with the ability to simplify complex updatesAbility to work independently in a fast-paced environment while maintaining strong attention to detail
- Commercial awareness and the ability to identify priorities that impact executive decision-makingProcess-driven mindset with a focus on system discipline, optimisation, and scalability
- Experience supporting businesses in construction, trades, operations, or project-based environments is highly desirable
Application Process
To apply, please submit the following to [Confidential Information] and use the email subject
Applicant: Executive Operations Assistant
- Updated resume
- Cover letter
- 1-minute Introduction Video
- Photo of work set up at home
- Screenshot of PC specs and speedtest from speedtest.net
*Note: incomplete applications will not be considered
Pre-hiring Requirements: (Not mandatory at this stage, but great to have ready)
To Help Us Move Quickly Through The Hiring Process, It Would Be Beneficial If You Already Have The Following Available Or Prepared
- 3 Character references (should be your current / previous lead or manager)
- Valid copy of NBI Clearance (for Filipino candidates)
- Valid copy of Police Clearance Certificate (for non-Filipino candidates)
