Job Description:

We are seeking a highly reliable and resourceful Executive Assistant who can integrate quickly into an executive support rhythm. This role requires exceptional organisational skills, strong communication abilities, and the ability to manage priorities across multiple projects, teams, and businesses. You will support high-level executives by ensuring smooth operations, seamless communication flows, and efficient coordination of schedules, documents, and follow-ups.

Key Responsibilities:

•Manage inbox, calendar, and scheduling across multiple business and personal commitments.

•Provide administrative and operational support to leadership to ensure tasks, projects, and communications progress smoothly.

•Oversee document organisation, follow-ups, and multi-team coordination.

•Maintain strong communication and follow-through to keep priorities on track.

•Assist with organising travel, meetings, and cross-company logistics.

•Support ongoing initiatives using systems, workflows, and digital tools.

Qualifications:

•Proven experience as an Executive Assistant or similar administrative support role.

•Strong written and verbal communication skills.

•Highly proactive, organised, reliable, and calm under pressure to juggle multiple priorities across different organizations.

•Tech-savvy, fast learner, and systems-oriented.

•Excellent follow-through and ability to anticipate needs.

Tools You Will Use:

•Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)

•Slack

•Notion

Working Hours:

•Full-Time — 40 hours per week

•8:00 AM – 4:00 PM AEST (Brisbane Time) AEST

•May require occasional after-hours support aligned with U.S. meetings, events, or travel.

Preferred Traits:

•Proactive and self-directed

•Organised and dependable

•Calm under pressure

•Strong communicator

•Tech-savvy and quick to learn

•Excellent at prioritisation and follow-through

•Able to integrate into fast-paced executive workflows

Non-Negotiables:

•Screenshot and productivity tracker required.

•Must meet required credit score.

•Must strictly follow assigned working hours.

Benefits:

•Paid 30 business days of training focused on mindset and skillset development

•Work-from-home opportunity

•9th month, anniversary, and performance bonuses

•Access to training resources

•Collaboration with an excellent VA community

•Weekly payments

•Quarterly reimbursements for PhilHealth contributions after 6 months; after 1 year choose between PhilHealth or HMO

Why Join us?

Join us at Phyllis Song Consulting as an Executive Assistant, and you’ll play a pivotal role in enabling our leadership to focus on growth while maintaining a healthy work–life balance. You’ll be part of a mission-driven team committed to empowering business owners and VAs alike, where your organisational excellence and proactive mindset truly make a difference.