Executive Assistant & Project Coordinator

Executive Assistant & Project Coordinator, are you there? Hey there! We're looking for an Executive Assistant & Project Coordinator to support the three principals of a growing Australian property development and civil construction business. If you're highly organised, proactive, confident managing multiple priorities, and someone who can keep projects, documents and people moving without constant supervision, this could be the role for you! 🌎 100% Remote 💵 Salary: AU$2,800-AU$3,000/month 📍 Philippines – Reporting to the Australian Team, 9:00AM-6:00PM AU Time 🕒 Full Time 📄 Independent Contractor About our client Our client is an Australian property development business working across residential, commercial, industrial and land development projects, primarily in coastal and hinterland areas. You'll be joining a close-knit team where strong relationships, organisation and accountability are essential. The principals need a proactive and detail-oriented person who can manage administrative tasks, coordinate consultant and contractor follow-ups, keep project documentation organised and ensure important actions don't fall through the cracks. About RunRemote Our mission is to help connect the top-rated remote talent with the world's best job opportunities. Our key markets and clients are located in the US, AUS, UK & Canada just to name a few. All of our roles are full-time and 100% remote, cutting out the daily commute, and providing top-rated talent with the best job opportunities, all from the comfort of their home. In your day-to-day, you will: Executive & Administrative Support - Manage calendars, meetings, emails and correspondence for the principals, including scheduling appointments and site visits, keeping calendars up to date, and drafting emails on their behalf for review or approval where needed. - Provide day-to-day administrative support to three principals, helping them manage competing priorities and stay on top of important commitments. - Act as a reliable point of contact for principals working on-site or away from the office, helping action requests and keep administrative tasks moving. - Anticipate the principals’ needs and manage outstanding priorities, including tracking deadlines, providing reminders, and coordinating ad hoc administrative or personal requests such as important dates, bookings and other arrangements. - Exercise sound judgement when handling requests, prioritising tasks and determining which matters require the principals' input. Project Coordination & Follow-ups - Monitor project management systems and track outstanding tasks across multiple projects, proactively following up with consultants, engineers, contractors and other stakeholders to secure deliverables on time and flag priorities requiring the principals' attention. - Help the principals stay organised when managing multiple projects, competing deadlines and on-site responsibilities. - Coordinate project-related requests and communications, ensuring information is passed to the right people and tasks progress without unnecessary delays. - Follow through on requests from initial instruction to completion, keeping relevant stakeholders informed of progress and outstanding actions. - Balance persistence with good judgement, adapting follow-up methods and timing to maintain productive working relationships. - Provide practical administrative support for on-site activities, including contacting contractors, coordinating material orders when instructed, and recording project-related quantities, usage or other information as required. Document & Data Management - Maintain accurate, organised and up-to-date project files and records across OneDrive, spreadsheets and other relevant systems, ensuring consistent file organisation, naming conventions and document control practices. - Save incoming drawings, engineering reports, building plans, bushfire reports, contracts, disclosure plans and other project documentation in the correct project folders. - Ensure the latest approved versions of documents and drawings are readily accessible, archive superseded versions and help prevent teams from working from outdated information. - Retrieve the correct plans, reports and project records promptly when requested, and distribute them to the relevant consultants or contractors while copying in the appropriate principals. - Develop a practical understanding of the business's project documentation and terminology so you can locate, identify and distribute the correct information independently. Communication & Relationship Management - Act as a key communication link between the principals, consultants, contractors, engineers, suppliers and other stakeholders, communicating confidently and professionally via email, phone, WhatsApp and other relevant channels. - Manage stakeholder follow-ups and updates on outstanding deliverables, delayed responses and project requests, ensuring the principals are...