Executive Assistant – Business & Client Operations - Full-Time | Remote | Philippines

Executive Assistant – Business & Client Operations Full-Time | Remote | Philippines | Long-Term Opportunity | AUD $12/hour / ₱522 Philippine pesos Are you an exceptional Executive Assistant who takes genuine pride in keeping a business organised, efficient and moving forward? Are you looking for a long-term position where you can become a trusted and valued part of a growing business — rather than simply completing tasks for a client? If so, we would love to hear from you. About Continence with Care Continence with Care is a growing Australian continence support business providing professional, compassionate and person-centred continence services to clients across the community. Our work is about much more than continence care. It is about helping people maintain their dignity, independence, confidence and quality of life, while providing families, support workers and other professionals with expert guidance and genuine care. Our business is growing — and our vision is ambitious. Over the next 5–10 years, we aim to build the largest and most trusted privately owned continence support service in Australia, operating across all Australian states. To achieve this, we need exceptional people behind the scenes helping our business operate at its very best. That is where you come in. --- Why this role matters This is not simply an administrative position. This role is pivotal to the future growth of Continence with Care. As the business grows, the Manager needs to spend less time managing emails, administration, scheduling and onboarding — and more time focused on strategic projects, business development, growing our team, improving our services and building the future of the company. Your role will be to give that time back. You will become the person who helps keep the business organised, ensures clients are followed up, makes sure important tasks don't fall through the cracks and keeps our day-to-day operations running smoothly. Ultimately, we want you to become a trusted operational partner within the business. We are not looking for someone who simply waits for instructions. We are looking for someone who notices things, takes ownership, identifies opportunities to improve the way we work and follows tasks through to completion. --- Our Core Values Everything we do at Continence with Care is guided by four core values: **Expertise** We are committed to providing knowledgeable, professional and high-quality continence care. **Efficiency** We value well-designed systems, organisation and finding better ways to work. **Exceptional Customer Service** Every interaction matters. We want our clients and professional partners to feel heard, respected and well cared for. **Genuine Care** Our clients are people first. We genuinely care about the people we support and the experience they have with our business. These values aren't just words on a website. We expect everyone who works with us to demonstrate them in their everyday work. --- About the Role We are seeking an experienced Executive Assistant – Business & Client Operations to join us on a full-time, long-term basis. Hours: 38 hours per week Monday–Friday, 9:30am–5:30pm Melbourne, Australia time This is: 7:30am–3:30pm Philippines time You must be available and committed to working these hours consistently. Location: Philippines-based applicants only. Rate: AUD $12.00 per hour/ ₱522 Philippine pesos Commitment: This is intended to be an exclusive full-time position with Continence with Care. We are looking for someone who wants to build a long-term relationship with one business, become deeply familiar with how we operate and grow alongside us. --- What You Will Be Responsible For Your responsibilities will include: Email & Inbox Management * Managing the business email inboxes. * Reading, sorting, prioritising and responding to emails. * Keeping inboxes organised and ensuring important matters are actioned promptly. * Developing and maintaining an effective inbox management system. * Identifying urgent or sensitive matters and escalating them to the Manager when required. * Responding to clients and professional contacts in a warm, professional and helpful manner. Client Onboarding You will take ownership of the administrative onboarding journey from initial enquiry through to appointment. This will include: * Following up new leads. * Sending onboarding documentation. * Responding to questions relating to onboarding documentation where appropriate. * Following up outstanding documentation. * Ensuring all required onboarding and compliance documentation is completed. * Maintaining organised records. * Communicating with clients until their onboarding process is complete. * Ensuring completed clients are appropriately scheduled into the calendar. A key measure of success will be that leads do not get lost or forgotten. Scheduling & Calendar Management * Contacting clients to arrange appointments. * Managing and maintaining the business calendar. * Scheduling staff with clients. * Coordinating appointments and ensuring schedules are accurate and efficient. * Identifying scheduling conflicts and resolving them where possible. * Escalating matters to the Manager when required. Business Administration * Supporting the Manager with administrative tasks. * Maintaining organised systems and records. * Following up outstanding actions. * Ensuring agreed processes are completed consistently. * Identifying opportunities to improve business efficiency. * Taking responsibility for agreed administrative processes. --- We Want You to Improve the Way We Work One of the most important aspects of this position is initiative. We don't want someone who simply says: “Tell me what to do.” We want someone who thinks: “I have noticed a better way of doing this. Can I show you?” You will have the freedom to organise the email inboxes and administrative systems in a way that allows you to work efficiently. If you identify a better process, you will be encouraged to discuss it with the Manager. Once approved, you will have the opportunity to take ownership of implementing and maintaining the improved process. We want your experience and ideas to make the business better. --- What Success Looks Like You will be successful in this role if: * The business inboxes are organised and efficiently managed. * Emails are responded to promptly and professionally. * Important matters are identified and escalated appropriately. * Every lead is followed up. * Onboarding documents are sent promptly. * Outstanding documents are followed up until completed. * Compliance documentation is complete and organised. * Clients move smoothly through the onboarding process. * Clients are scheduled promptly once onboarding is complete. * The calendar is accurate and well maintained. * Staff scheduling runs efficiently. * Tasks are followed through without requiring constant reminders. * You understand the sensitive nature of our business and your professional responsibility to maintain privacy, confidentiality and sensitive client information. * You identify opportunities to improve systems and processes. * Clients consistently receive friendly, professional and helpful communication. * The Manager has confidence that things are being handled without needing to constantly check on them. Ultimately, success means: The Manager can trust that the operational details are under control. --- What We Are Looking For You must have previous experience working in an Executive Assistant, Personal Assistant, Administrative Coordinator, Practice Manager or similar role. This is not an entry-level position. We are looking for someone who already understands what excellent administration looks like and can work independently. Essential requirements You must have: * Proven previous experience in a similar EA or senior administrative role. * Exceptional written English. * Exceptional spoken English. * Excellent telephone communication skills. * The ability to communicate naturally, warmly and professionally with clients. * Excellent organisational skills. * Exceptional attention to detail. * Strong time-management and prioritisation skills. * The ability to manage multiple competing priorities. * Strong follow-through and accountability. * The ability to work independently without constant supervision. * Excellent computer and digital administration skills. * Strong judgement and decision-making skills. * A proactive approach to identifying and resolving problems. * A willingness to suggest improvements and take ownership of agreed processes. * Reliability and consistency. * A genuine commitment to providing exceptional customer service. --- The Person We Are Looking For More than anything, we are looking for the right person. Someone who is: **Trustworthy** We need to know that when something is given to you, it will be handled properly. **Loyal** We are looking for someone who wants to build a long-term relationship with Continence with Care and grow with the business. **Proactive** You don't wait for someone to tell you about a problem before you start thinking about how to solve it. **Warm** You understand that there is a real person on the other side of every email and phone call. **Highly Accountable** You take responsibility for your work, follow things through and don't need to be repeatedly reminded. We want someone who genuinely cares about doing a great job. --- Desirable — But Not Essential It would be an advantage if you have: * A nursing or healthcare background. * Experience working in a medical practice or healthcare business. * Experience in medical administration. * Experience working with health professionals. * An understanding of continence-related concerns. * Experience managing sensitive health information. * Experience with client onboarding and compliance processes. **These are desirable, but they are not essential.** The most important thing is that you have the administrative experience, communication skills, character and work ethic required to excel in the role. --- Why Join Continence with Care? We are building something we believe can make a significant difference to the lives of people living with continence concerns. We are growing our client base. We are growing our team. And we have big plans for the future. We want the people who join us now to have the opportunity to grow with the business. This position could become an increasingly important part of our operations as Continence with Care expands across Australia. We want you to look back in several years and know that you were part of building something special. You won't just be an external freelancer completing administrative tasks. You will be an important member of the Continence with Care team. --- This Role Will Suit You If... You are looking for: * A stable, full-time, long-term opportunity. * A Monday–Friday working schedule. * A position where you can work independently. * A business that values your ideas and experience. * The opportunity to take genuine ownership of your role. * A strong, respectful and professional working relationship with your Manager. * The opportunity to grow alongside a rapidly developing Australian business. * Work that has a genuine purpose and makes a difference to people's lives. If you are simply looking for a short-term freelance job or occasional virtual assistant work, this isn't the role for you. If you are looking for somewhere you can commit, contribute, grow and become genuinely valued as part of a team, we would love to hear from you. --- How to Apply: We are looking for someone who will take this opportunity seriously. Please include the following in your application: 1. Tell us about your previous Executive Assistant or senior administrative experience. 2. Tell us why you believe you would be an excellent fit for Continence with Care. 3. Give us an example of a time you identified a problem or inefficient process at work and took the initiative to improve it. 4. Tell us about a time you had to manage a difficult, urgent or sensitive client communication. What did you do? 5. Confirm that you are available to work exclusively for Continence with Care, Monday–Friday, 7:30am–3:30pm Philippines time. 6. Confirm that you are comfortable working at AUD $12.00 per hour for 38 hours per week. One final question: If you joined Continence with Care, what would you do in your first 30 days to understand our business, take ownership of your role and make the Manager's life easier? We are genuinely interested in your answer. We aren't looking for the person with the longest résumé. We're looking for the person we can trust to become an important part of our future. Continence with Care Expertise | Efficiency | Exceptional Customer Service | Genuine Care Building Australia's most trusted privately owned continence support service — one client, one team and one exceptional person at a time.