NDIS Executive Assistant | Administrative Coordinator (Remote | Full-Time)

Job Description

A small business owner needs a right hand — someone who can be trusted with their inbox, their systems, and the administrative backbone of a growing operation. This role is for a mid-level Virtual Admin Assistant who brings genuine ownership to every task, builds structure where there is none, and works independently without needing to be chased. THE ROLE Working directly with a business owner in the disability and community services sector, this position sits at the centre of day-to-day operations — managing communications, coordinating participant administration, maintaining workflows, and making sure nothing falls through the cracks. This is not a task-by-task support role. The expectation is that you understand the priorities, own your workload, and proactively keep things running smoothly across back-office systems and processes. What You Will Do • Manage the business owner's email inbox and calendar, drafting professional communications and ensuring nothing is missed • Coordinate participant onboarding administration, maintaining accuracy and confidentiality throughout • Build and maintain document and file management systems across Microsoft 365 and OneDrive • Track workflows, tasks, and operational items in Airtable, keeping records current and actionable • Provide billing support and assist with financial tracking and data accuracy • Create and maintain standard operating procedures, documenting processes clearly and keeping them updated • Support the broader back-office operations of the business across communications, systems, and administration WHAT YOU BRING • Advanced proficiency in Microsoft 365 including Excel, Word, Outlook, and OneDrive, with strong spreadsheet and document skills • Solid experience in professional administrative support, with a track record of managing inboxes, calendars, and operational systems • Strong numerical ability and confidence handling financial data, billing support, and budget tracking • Excellent written communication skills, particularly professional email drafting with attention to tone and accuracy • Comfort using AI tools such as ChatGPT or Claude to support your work efficiently • Familiarity with Airtable and NDIS platforms such as Astalty is a genuine advantage, though not essential for the right candidate WORK ARRANGEMENT This is a full work-from-home role. You will work from your own home office. WHY STAFF X Staff X is a certified Great Place to Work employer in the Philippines for multiple consecutive years. Benefits include: • HMO health insurance • Dental plan • Company-provided laptop or desktop computer • Free training and professional development policy • Regular social events and team activities • Employee wellness program • Exposure to clients in Australia, the US, and the UK Staff X offers long-term, stable employment with genuine career growth. Compensation Competitive salary commensurate with experience, plus the full Staff X benefits package. COMMITMENT This is a full-time, dedicated role. The client and Staff X invest heavily in onboarding, training, and integrating this person into a long-term team. We are looking for someone who is ready to commit fully, not someone exploring a side arrangement, managing multiple clients, or running parallel freelance work. If you are currently freelancing and not ready to step into a single dedicated role, this is not the right opportunity for you. If you have a full-time job and are looking for a second income, please do not apply. The right person for this role genuinely wants a stable, long-term career with a single employer who invests in their growth. This is a permanent position. We hire people we intend to keep for years, not months. Send your resume to apply@mystaffx.com to be considered for this role. Include the role title "Virtual Admin Assistant" in your subject line, and if you have experience with NDIS administration or Astalty, mention it briefly in the body of your email.