EA/Personal Assistant to Director (023-1264)

​​Looking for Philippines-based candidates

• Provide day-to-day administrative and personal assistance to the Director across multiple businesses.
• Manage and organise emails, ensuring important enquiries and actions are followed up promptly.
• Maintain well-organised files and documentation across Google Drive, Google Sheets, and PDF records.
• Assist with general administrative tasks and ad hoc projects as required.
• Publishing Operations: Oversee Xero reconciliation, invoicing, and contact management; process payments via Stripe and Xero while coordinating team communications through email and WhatsApp.
• Airbnb & Travel Management: Administer social media content, advertising, and bookings via CRM platforms (e.g., Hostaway), serving as the primary point of contact for the Japanese property management team.

• Perform bank reconciliations in Xero.
• Prepare and issue client invoices and take ownership of the invoicing process.
• Process and manage client credit card charges accurately and securely.
• Maintain accurate financial and client records and follow up on outstanding administrative items where required.

• Act as a point of coordination between the sales team and graphic designer to ensure advertising and publishing requirements are communicated clearly.
• Track information, updates, and required actions between team members.
• Help keep workflows organised across the Director's various businesses.
• Support the smooth coordination of client, sales, publishing, and operational activities.

• Prepare and post approved social media content during quieter periods.
• Maintain consistency with existing content schedules and brand requirements.
• While advanced graphic design is not required, the successful candidate should possess basic design skills or proficiency with AI tools to produce visual content for social media posts.

• Previous experience as an Executive Assistant, Personal Assistant, Virtual Assistant, Office Administrator, or Operations All-Rounder.
• Experience supporting a business owner or Director across multiple projects or businesses is highly regarded.
• Experience with Xero, including bank reconciliation.
• Previous experience with invoicing and general financial administration.
• Experience managing email and digital file systems.
• Strong Google Sheets and Google Drive skills.
• Experience coordinating tasks and communication between team members.
• Good understanding of social media posting and scheduling.
• Strong organisational and time management skills with the ability to handle changing priorities.
• Excellent written and verbal English communication skills.
• Proactive and resourceful, with the ability to work independently and take ownership of tasks.
• Comfortable managing PDFs and maintaining well-organised digital files.
• Able to communicate effectively with internal teams and external clients.

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”)