Executive Administrative Assistant

Location: Quezon City, Philippines Full-Time, Onsite

We are looking for a highly organized and proactive Executive Administrative Assistant who will serve as a key support person for Senior Management and help ensure smooth day-to-day operations of our Philippine office.

This hybrid role spans executive support, office coordination, project assistance, and business development enablement. You will also have opportunities for short-term international travel to our offices in the United States, Canada, Japan, and Vietnam for training, coordination assignments, and cross-office initiatives.

This is a hands-on roleno task is too small. Whether it's preparing reports, setting up office systems, procuring equipment, coordinating project tasks, or assisting in closing new business deals, we need someone who takes initiative and gets things done.

Ideal candidates are Millennial or early Gen Z professionals seeking growth in operations, coordination, and executive-level support.

• Serve as the primary point of contact for Senior Management for daily operational coordination.
• Manage executive calendars, follow-ups, confidential files, and reporting.
• Represent Senior Management in the PH office during their absence to ensure operational continuity.

• Ensure office equipment, tools, webcams, supplies, and systems are properly maintained.
• Support compliance, documentation, and administrative processes.
• Coordinate with HR, Finance, Delivery, and Business Development teams to support daily operations.

• Assist with proposals, pitch decks, presentations, and follow-up actions.
• Support client research, lead tracking, CRM updates, and communications.
• Help drive a sales-supportive and growth-oriented culture.

• Track project tasks, schedules, documentation, and cross-team activities.
• Help prepare project summary reports and coordinate follow-ups.
• Monitor key action items from meetings and ensure completion.

• Promote a positive, professional culture ideal for a mostly Gen Z workforce.
• Support team-building events, communications, and culture initiatives.
• Help reinforce accountability, timeliness, and responsiveness across the office.

Travel occasionally to our US, Canada, Japan, or Vietnam offices for:

• Training
• Operational coordination
• Project or business development support
• Company events or cross-office collaborations

Represent the PH office professionally in multicultural settings.

• Take on any taskadministrative or operationalto keep the business running smoothly.
• Solve issues independently and escalate appropriately when necessary.

• 510 years experience in executive assistance, operations, administrative management, or project coordination
• Experience in IT outsourcing, software development, tech consulting, or BPO (preferred)
• Strong written and verbal communication skills
• Advanced proficiency in Microsoft Word, Excel, and PowerPoint
• Highly organized, detail-oriented, and able to manage multiple priorities
• Able to maintain confidentiality and handle sensitive information
• Proactive, resourceful, and adaptable in a fast-paced environment
• A strong get things done mindset with willingness to be hands-on

• Work closely with multiple members of Senior Management
• Opportunities for international travel and cross-country collaboration
• Fast-track career growth toward Operations, Business Development, or Project Management
• Direct and meaningful impact on daily operations and company culture
• Dynamic, collaborative work environment with continuous learning opportunities