Virtual Executive Assistant in Construction Industry

Virtual Executive Assistant
Bacolod City, Philippines (preferred) | Fully Remote | Full-time |Contract
Reports to the Director of Provident

ABOUT PROVIDENT PROJECT MANAGEMENT

Provident Project Management specialises in delivering tailored project and development management solutions across residential, aged care, hotel & hospitality, commercial, museum & education, and civil projects. With offices in east coast of Australia, our team brings decades of combined expertise to every project, ensuring timely, on-budget delivery to the highest quality standards.

We're guided by our core values — Teamwork, Accountability, Resourcefulness, Delivering Beyond Expectations, Enjoyment and Technique — and we're building towards our vision of becoming Australia's number one Project Management Office.

THE ROLE

We're looking for an experienced Virtual Executive Assistant, ideally based in Bacolod City, to provide dedicated administrative, secretarial and marketing support to our Australian construction and project team. Working remotely and reporting to the Director, you'll keep the day-to-day business running smoothly — from correspondence, documentation and reporting through to accounts support and marketing/BD assistance.

Please note: as a growing, dynamic business, this role's title, tasks and responsibilities are likely to evolve over time — flexibility and adaptability are key to succeeding at Provident.

KEY RESPONSIBILITIES

• Answer and make telephone calls and take messages
• Compile, sort and file business documents, including by transaction and project
• Create, complete, file and post letters, contracts, bills and invoices
• Operate computer equipment, administrative systems and all software/platforms used by the business
• Proofread and edit documents
• Create, update and maintain databases
• Provide secretarial support for the day-to-day operations of the business for staff in Australia
• Provide general and varied administration support for construction projects, including preparing and distributing correspondence and organising documentation to meet deadlines
• Work at an advanced level in Office 365, including OneDrive, SharePoint, MS Word, Excel, PowerPoint and Outlook
• Prepare and distribute reports, meeting minutes and schedules
• Prepare Quality Assurance and Work Health & Safety templates using Office 365
• Use online collaboration platforms such as Aconex
• Manage document control, including uploading documentation via cloud-based software and issuing document transmittals
• Support marketing and promotional activities, including preparing text and images for social media posts
• Manage accounts payable and accounts receivable
• Assist with research and reporting on potential development sites
• Sort and send mail
• Use Canva to prepare marketing materials and blog content, and assist with BD/marketing campaigns across social media and email , including lead research and due diligence
• Undertake other duties i ---------- to or connected with the above

ABOUT YOU

• Minimum 5 years' experience in a similar role
• Strong analytical skills
• Past experience working for companies in the construction industry
• Strong verbal and written communication skills
• A good work ethic — highly organised and diligent
• Ability to multi-task in a fast-paced environment and meet deadlines
• Attention to detail
• Certificate IV in Leadership and Management (or equivalent)

WHY JOIN PROVIDENT

Join a growing, ISO-accredited project management firm delivering landmark residential, commercial, aged care and civil projects across Australia. You'll work closely with our Director and Australian team as a trusted part of the business, with genuine scope to grow your role alongside the company.

HOW TO APPLY

Send your CV, expected salary and a short cover letter to ---------- with the subject line “ Virtual Executive Assistant Application”. We'd love to hear why you're the right fit for the team.