Overview
Executive Administrative Assistant Jobs in Philippines at C9 GROUP
Title: Executive Administrative Assistant
Company: C9 GROUP
Location: Philippines
Job Description: Executive & Administrative Assistant (Conveyancing Specialist)
Location: Remote (Philippines-based)
Type: Full-time
Client Region: Melbourne, Australia
Role Overview
We are seeking a highly organized, proactive, and detail-oriented Executive and Administrative Assistant with specialized experience in Australian Conveyancing to join our growing team. In this dynamic role, you will provide critical high-level administrative support to executive leadership while seamlessly managing end-to-end conveyancing workflows.
The ideal candidate is a tech-savvy professional who thrives in a fast-paced property environment, possesses exceptional communication skills, and has hands-on mastery of Australian legal and property settlement platforms.
Key Responsibilities
Conveyancing & Settlement Support:
- Platform Management: Efficiently utilize TriConvey, LEAP, and PEXA (or similar legal practice management and e-conveyancing tools) to manage matters and log files.
- Pre-Settlement Preparation: Assist with preparation calls, coordinate with financial institutions, and ensure all necessary documentation is accurate and compliant for upcoming settlements.
- Document Control: Prepare, review, and lodge key legal property documents, contracts of sale, and transfer forms aligned with Australian regulations.
- Stakeholder Liaison: Serve as a reliable, professional liaison between buyers, sellers, real estate agents, financial institutions, and legal teams.
Executive & Administrative Assistance:
- Calendar & Email Triage: Act as the gatekeeper for executive schedules, organizing appointments, managing emails, and ensuring zero critical operational tasks slip through the cracks.
- Meeting & Briefing Prep: Coordinate agendas, take detailed minutes, and compile relevant brief notes prior to important calls or client meetings.
- General Data Entry: Maintain client files within the CRM, track pipeline status, and ensure data integrity across all internal management systems.
Key Requirements & Qualifications
- Industry Experience: Proven track record working within the Australian Conveyancing, Legal, or Property sectors is absolutely essential.
- Technical Mastery: Hands-on, proficient experience using PEXA, LEAP, and/or TriConvey (or highly equivalent settlement/matter management software).
- Communication: Exceptional verbal and written English communication skills, with a confident telephone manner specifically for conducting prep calls and managing client relationships.
- Organization & Priority Management: Exceptional time-management skills with a demonstrated ability to multitask under pressure and meet strict compliance/settlement deadlines.
- Tech Savvy: Strong familiarity with the Microsoft 365 or Google Workspace ecosystem, and general project management software (e.g., Asana, Trello).
What We Offer
- A supportive, vibrant, and collaborative team culture.
- 100% remote working arrangement.
- Standard business hours (to be aligned with the client's timezone).
- 15 days holiday per year.
- Competitive company perks.
