Executive Assistant Admin Australian Client Day Shift

About Brainbox

Brainbox is different from every other BPO. Its not just the amazing culture, strong brand, loyal customers, and talented staff, it is deeper than that. The Brainbox core value of Always Be Kind is embedded in every policy, decision, and every day. We develop our people, and the Philippines management team is all Filipinos. Everything we do aims to provide people with a work culture that helps them improve every single day. From unlimited training to HMO benefits from day 1, we want our people to love what they do and become the best versions of themselves.

The Role

We are looking for an Executive Assistant to support the CEO of an Australian non-profit organisation that delivers health programs to children across regional communities. This is a one-to-one support role: you will report directly to the CEO, with no office manager or second reviewer in between, managing her diary, inbox, correspondence and a single action register that keeps multiple regional programs on track.

Our client is a charity governed by a board, funded through grants and sponsorships, so meeting funder deadlines and board reporting obligations drives much of the work.

Key Duties

Diary, Inbox & Correspondence

• Prepare a daily start-of-day brief covering commitments, items due and anything overdue.
• Own the CEOs calendar, resolving competing requests with a recommendation rather than a list of options.
• Triage the inbox into action, read, delegate and archive, flagging anything time-critical.
• Draft replies, letters, board and funder correspondence for the CEOs review and sign-off.

Meetings & Action Register

• Issue agendas and papers ahead of meetings, take minutes, and record decisions and actions with owners and due dates.
• Maintain a single action register across all regional programs.
• Chase status from program managers, partner organisations and suppliers on a set cadence without being asked, and close the loop in writing.
• Escalate to the CEO when an item stalls, naming what is blocked and who holds it.

Travel Coordination

• Book flights, accommodation, vehicles and charters for CEO travel to regional and metropolitan sites.
• Build itineraries around external schedules and community commitments, with contacts, addresses, timings and contingencies.
• Reconcile travel expenses and submit acquittals.

Governance & Funder Support

• Assemble board and sub-committee packs, checking version control and distributing to the agreed timetable.
• Maintain the governance calendar covering board meeting dates, reporting deadlines and regulatory obligations.
• Maintain the grant and sponsorship calendar, collate inputs for funder reports, and assemble drafts for the CEO.
• Keep a register of funder correspondence and maintain contact records for board members, funders and partner organisations.

Document Management

• Format, proofread and version-control documents, presentations and reports.
• Maintain a filing structure the CEO can navigate independently and prepare templates for recurring documents.
• Carry out project work under supervision, including research and collating materials.

Essential

• At least 3 years experience as an Executive Assistant or senior administrator supporting an executive preferably in an Australian based company
• Excellent written and spoken English, to a standard suitable for board and funder correspondence.
• Strong diary and inbox management skills, ideally across multiple time zones.
• Proven follow-up discipline, such as running an action register and closing items without being prompted.
• Proficient in Microsoft 365, specifically Outlook, Word, Excel, Teams and SharePoint.
• Excellent attention to detail and strong organisational skills.

Perks

• Attractive and competitive salary
• Tenure-based and performance-based incentives
• Paid time off
• Day shift
• Unlimited cash incentives for hired referrals
• Engagement and recognition programs
• HMO on day 1
• Work-life balance with a 37.5h week and free weekends
• International career growth and clients
• Opportunities to travel abroad
• Modern air-conditioned offices, located along MacArthur Highway (easy public transportation access), near residences, malls, and restaurants
• Fun and inclusive working environment and great working culture
• Dedicated local support with local Management, HR, onboarding, payroll, and ICT
• Access to unlimited training and micro-competencies to advance your skills

This role is subject to a number of skills and possible online practical tests.

This position is an onsite role at our Pampanga office. Candidate must be willing to work on-site.