Executive Assistant to Director, Australian NDIS Provider (Full Time, Sydney Hours, PHP 55k to 100k)

Eden Ability is a registered NDIS disability support provider in Sydney, Australia. We run supported independent living homes, respite and community access across Sydney. We already have one Filipino team member who has been with us for years, and we are hiring an experienced Executive Assistant to work directly with the Director.

This is a senior role with one boss. The Director runs several homes, a team of support workers and managers, and a busy personal life. Your job is to make his life easier: run his inbox and calendar, handle his business and personal admin, and follow up everything so nothing is missed and no deadline slips.

The heart of this job is follow up. Every day you will be on the phone, on email and on text chasing staff, managers, families, support coordinators, the NDIA and suppliers until the job is actually done. You keep your own list of everything in motion and you never need to be reminded. You are the person who makes sure everyone is doing their job properly, and you do it with warmth and confidence so people want to help you. You are comfortable calling an Australian government agency or a hospital discharge team and getting an answer.

You will also own the NDIS paperwork: service agreements, client intake, staff compliance documents, and keeping ShiftCare and SharePoint tidy and current.

We want someone who has done this before at executive level, uses their own judgement, and does not need to be told twice.

WHAT YOU WILL DO
- Chase. Staff, managers, families, support coordinators, agencies and suppliers, by phone, email and text, until it is done. Then confirm it is done.
- Keep a running list of every task, promise and deadline in the business and make sure none of them are missed.
- Run the Director's inbox and calendar, reply on his behalf, and protect his time.
- Handle business and personal admin: bookings, suppliers, bills, appointments, travel, anything that takes time off his plate.
- Prepare and file NDIS paperwork: service agreements, intake and consent forms, risk assessments, care plans.
- Keep staff files up to date (police checks, NDIS worker screening, first aid, training) and chase renewals before they expire.
- Draft emails, letters and simple reports in clear Australian English.
- Support invoicing and basic bookkeeping in Xero.
- Keep records in ShiftCare and SharePoint accurate and complete.
- Over time, take on more: coordinating the team, tracking projects, and running processes so the Director does not have to.

WHAT WE NEED
- At least 3 years as an executive assistant or senior virtual assistant for an Australian, UK or US business owner or executive.
- You have worked in ShiftCare and SharePoint before. This is a must. Tell us where and what you did in them.
- NDIS experience is strongly preferred. If you have worked for an Australian disability, aged care or home care provider, tell us in your application.
- Confident on the phone. You will call Australians every day, including people who do not want to be chased, and you can be friendly and firm at the same time.
- Excellent written and spoken English. You will be writing to families and government agencies.
- Sharp, organised and relentless. You answer messages the same day, you notice what has been missed, and you do not let things slip.
- A professional, warm personality. People should enjoy dealing with you and still do what you asked.
- Comfortable with Microsoft 365 (Outlook, Teams), Xero and WhatsApp.
- Available Monday to Friday, 8am to 6pm Sydney time (6am to 4pm Manila, one hour earlier during Australian daylight saving), with a one hour lunch break.
- Own computer, stable internet with a backup, quiet workspace.

WHAT YOU GET
- PHP 55,000 to 100,000 a month depending on experience, plus 13th month pay. Paid monthly.
- Long term, full time, direct hire. No agency in between.
- Paid Philippine public holidays and paid annual leave after probation.
- A boss who will train you, trust you, and give you more responsibility as you prove yourself.

HOW TO APPLY
Start your application with the word MASCOT so we know you read this. Attach your CV as a PDF. Then answer these four questions. Short, specific answers please. No generic cover letters.

1. Tell us about the business owner or executive you supported most recently. What did a normal day look like and what did you take off their plate?
2. Which NDIS provider did you use ShiftCare and SharePoint for, and what exactly did you do in each? Name any other NDIS admin you have done.
3. A support worker's first aid certificate expires in 7 days and she has ignored two messages. What do you do, step by step, and what do you say when you get her on the phone?
4. What is your internet speed (speedtest.net screenshot) and what backup do you have if power or internet drops?

We reply to every applicant who follows the instructions. Shortlisted applicants will get a short email task, then a video interview with the Director.