Position : Executive Assistant (Engineering/Project Control)

Reports to : Sales Manager and Engineering Manager

Works across : Sales, Engineering, Workshop and Executive

Environment : Small business with changing priorities

Primary focus : Project discipline, documentation and delivery control

Salary : PHP 70,000 - 85,000 per month

Working Hours & Conditions: Observes AU office hours

Holidays : Observes AU national and state-specific holidays

This is a high-influence coordination role for someone who enjoys turning complexity into a reliable operating rhythm. The Executive Assistant will help the client strengthen project control, information quality and cross-department accountability. This is not a conventional diary-and-travel assistant role; it requires hands-on project coordination, disciplined follow-up and the confidence to keep commitments visible.

RESPONSIBILITIES:

• Create and maintain practical engineering-gate processes, protocols, checklists and checkpoints so projects cannot advance without the required inputs, reviews, evidence and sign-offs.
• Consolidate scattered information from multiple platforms, software tools and file systems into a structured, searchable and controlled project record.
• Develop consistent project documentation, customer updates, internal reports, approval packs and sign-off records, with strong attention to accuracy, presentation and traceability.
• Capture decisions and actions from meetings; assign clear owners and deadlines; follow up persistently; escalate overdue, unclear or incomplete commitments.
• Coordinate the Sales-to-Engineering handover and ongoing communication between Sales, Engineering, Workshop and management, ensuring protocols are followed and deliverables are complete.
• Support active project management by confirming scope, gathering requirements, maintaining assumptions and decision records, tracking changes, monitoring progress and keeping Gantt charts current.
• Maintain a portfolio view of engineering work, apply firm task prioritization and produce workload and capacity reports that support decisions on new projects, delivery commitments and future hiring.
• Provide flexible day-to-day support across departments as business priorities change, while protecting the agreed project controls and critical deadlines.

Authority and working relationships

Reporting closely to both the Sales Manager and Engineering Manager, the role works directly with engineers, salespeople, the Workshop Manager and company executives. The successful applicant must be comfortable requesting missing information, confirming owners and due dates, challenging process gaps, escalating overdue actions and holding a gate when required evidence or approval is incomplete. The approach must be firm, respectful, factual and consistent.

Requirements

•  Exceptional attention to detail, strong document control habits and a systems-oriented way of thinking.

•  Project coordination or project controls capability, including scopes, requirements, action registers, schedules, Gantt charts and status reporting.
• Clear written communication, sound judgement and the confidence to follow up across all levels of the business.
• Strong Systems Engineering and Project Management and above all the willingness and ability to learn and connect information across different business systems.
• Resilience, discretion and adaptability in a small-company environment where priorities move quickly and practical help is often required outside the core role.
• Experience in engineering, manufacturing, mining services, quality systems or formal project management will be highly regarded.
• Experience with MYOB Acumatica.

Success in the role
Success means every active project has a clear scope, current status, named owners, realistic deadlines and visible next actions; customer and management updates are issued on time; overdue commitments are escalated; project records are reliable; and workload evidence gives the client a defensible basis for accepting work or increasing engineering capacity.