Executive Assistant With Xero Experience

Job Title: Executive Assistant

Location: Remote

Start Date: Immediate

Job Type: Full-Time (40 hours per week)

Job Summary

We are seeking a highly experienced Executive Assistant to support the General Manager while leading the implementation of a new task and project management platform. This is a senior, systems-driven role combining executive support, project coordination, and workflow optimisation. You will take ownership of building, documenting, and rolling out structured processes that bring clarity, accountability, and execution across the business, while supporting high-end client delivery and internal operations.

Key Responsibilities

Executive & Business Support

• Act as the primary support to the General Manager, managing priorities, follow-ups, and communication
• Prepare executive summaries, briefing notes, and action lists
• Review meeting recordings to extract tasks, decisions, and next steps
• Task, Project & Systems Management (Critical)
• Lead the implementation and rollout of a task management system (e.g. Monday.com)
• Design workflows, boards, automations, and templates
• Train the GM and team to use the system effectively
• Convert emails, voice notes, and meetings into structured tasks with owners and deadlines
• Maintain full visibility of priorities, approvals, and project milestones
  
  

Client & Project Coordination

• Support the client journey from initial enquiry through post-construction
• Liaise with engineers, designers, councils, and consultants to manage documentation and updates
• Coordinate development approval documentation and follow-ups
• Prepare client updates and meeting materials for GM review
• Calendar, Inbox & Meeting Management
• Manage the GM’s Microsoft-based calendar, scheduling meetings and building buffers
• Organise inboxes, draft responses, escalate urgent matters, and ensure nothing is missed
• Prepare agendas, minutes, and follow-up actions for meetings
  
  

Financial & Operational Administration

• Support invoice workflows, approvals, and basic Xero processing
• Assist with reporting, document control, and internal administration
• Coordinate estimating administration, including quote requests and tracking
  
  

Qualifications

• Proven experience as an Executive Assistant (at least 5 years)
• Strong track record implementing task/project management systems independently
• Proficiency with:
• Microsoft Office & Outlook
• Xero
• BuildExact (Nice-to-have)
• SiteBook (Nice-to-have)
• Comfortable working with PM systems
• Exceptional organisation, follow-through, and attention to detail
• Strong written and verbal English communication skills
  

Preferred Attributes

• Highly systems-oriented and proactive
• Comfortable taking ownership without needing direction
• Calm, reliable, and professional under pressure
• Strong sense of accountability and pride in work quality
• Aligned with high-end client service expectations
  
  

Application Process

To apply, please submit the following to recruitment@yorkhamilton.com and use the email subject “Applicant: Executive Assistant"

• Updated resume
• Cover letter
• 1-minute Introduction Video
• Photo of work set up at home
• Screenshot of laptop specs and speedtest
  
  

*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)

---