Practice & Executive Coordinator - CG (026-914)

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: A client-focused financial advisory firm dedicated to helping individuals and families build long-term financial confidence through tailored guidance and strategic planning. The organisation specialises in delivering personalised wealth and financial planning solutions designed to simplify complex financial decisions, support future growth, and create lasting financial security. With a strong emphasis on trust, clarity, and client empowerment, the team works closely with clients to develop practical strategies aligned with their personal and financial goals.

Role Overview: We are seeking a highly organised, proactive, and tech-savvy Practice & Executive Coordinator to support a boutique Australian financial planning business. This role combines executive support, practice operations, and client service administration, ensuring the smooth day-to-day running of the business while enabling the Director to focus on strategic priorities, business growth, and client relationships.

As a trusted right-hand support person, you will manage workflows, coordinate client service activities, maintain operational processes and documentation, and support the adoption of technology and AI-driven efficiencies. This is a fully remote role based in the Philippines, working closely with an Australia-based business owner in a fast-paced, collaborative environment.

Key Responsibilities:

Executive & Administrative Support

• Calendar and meeting management
• Email triage and drafting responses
• Task management and follow-up
• Travel and event bookings
• Board and committee support (e.g. Faybl Advisory Board)
• Meeting agenda and minute preparation
  

Client Service Support

• Client onboarding coordination
• Preparation of meeting paperwork
• Follow-up implementation tracking
• Client review scheduling
• Data entry and CRM maintenance (Intelliflo)
• Processing service requests
• Managing annual review workflow

Practice Operations

• Workflow management and task monitoring
• Process documentation and SOP maintenance
• Vendor management
• Monitoring adviser KPIs
• Managing adviser licensing and CPD records
• Assisting with BAS preparation checklist administration

AI and Technology Administration

• Managing AI meeting note workflows
• Prompt library development
• Testing and documenting AI processes
• Maintaining knowledge bases
• Assisting with Faybl and Intelliflo integration workflows
• Researching new AI tools and efficiencies

Research and Business Development

• Market and competitor research
• Prospect database management
• Referral partner administration
• Event coordination
• Preparation of business reports
• Research for client presentations

Requirements

Must-Have Skills & Experience

• 3+ years of experience in an Executive Assistant, Practice Coordinator, Client Services, or Operations role, ideally supporting an Australian professional services business.
• Exceptional organisational and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Strong written and verbal English communication skills.
• Experience managing calendars, inboxes, meetings, travel arrangements, and executive administrative tasks.
• Experience coordinating client service workflows, including onboarding, meeting preparation, follow-ups, and ongoing client administration.
• Strong attention to detail with the ability to maintain accurate records, documentation, and CRM data.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint) and cloud-based business applications.
• Comfortable learning and adopting new technologies, AI tools, and business systems.
• Ability to work independently, take initiative, and proactively solve problems in a remote environment.
• Interest in technology, automation, and continuous process improvement.
• Understanding of adviser compliance, licensing, CPD administration, or BAS-related administrative processes.

Nice-to-Have Skills

• Experience supporting an Australian financial planning, accounting, wealth management, or professional services firm.
• Experience using Intelliflo, Xplan, or other financial planning CRMs.
• Familiarity with workflow management platforms and process documentation.
• Exposure to AI tools such as ChatGPT, Microsoft Copilot, or AI meeting assistants.
• Experience creating SOPs, maintaining knowledge bases, or improving business processes.
• Experience coordinating events, referral partner activities, or business development initiatives.

Success in This Role Looks Like

• Executive administrative tasks are completed accurately, proactively, and on time, allowing the Director to focus on high-value strategic work.
• Client onboarding, reviews, and ongoing service requests are coordinated efficiently, delivering a seamless client experience.
• Practice workflows, documentation, and operational processes are well organised, consistently maintained, and continuously improved.
• CRM records, task management, and business data remain accurate and up to date.
• AI tools and technology are effectively leveraged to streamline workflows, improve efficiency, and support business operations.
• The business owner has confidence that day-to-day operations are running smoothly with minimal oversight, supported by a reliable and proactive right-hand team member.

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)