Executive Assistant (Finance and Operations Coordinator)
Role Summary
We are seeking a highly organized EA / Finance and OperationsCoordinator to support recurring administrative, executive support, financesupport, people operations, and cross functional coordination tasks across a fastmoving SMB hospitality and furnished rental business. This role is primarilyexecution focused and is responsible for keeping workflows organized, moving ontime, and properly prepared for review by internal stakeholders.
Core Purpose
This role exists to reduce operational bottlenecks by owning task coordination,follow up, document preparation, calendar and communication support, trackermaintenance, and routine workflow support across finance, payroll, onboarding,procurement, reporting, and general operations.
Key Responsibilities
- Coordinate recurring administrative and operational workflows across departments
- Maintain trackers, logs, checklists, and supporting records
- Follow up on missing information, incomplete requests, and outstanding items
- Support finance administration including payment requests, and general workflow coordination
- Support furnished rental inventory onboarding and offboarding administration, document collection, and checklist completion
- Track employee related administrative items such as payroll changes.
- Assist with procurement coordination, including request intake, quote collection, approval tracking, and documentation
- Support reporting processes through data collection, spreadsheet updates, and file organization
- Update internal systems and process documents where workflows are defined and repeatable
- Escalate exceptions, risks, or incomplete items to the appropriate internal owner
Typical Executive Assistant Support
- Manage calendars, scheduling, and meeting coordination for leadership as needed
- Help prioritize meetings, follow ups, and recurring deadlines
- Monitor inboxes or communications channels and help route or draft responses
- Prepare meeting agendas, notes, and follow up action items
- Track open action items and ensure internal accountability
- Support travel planning, bookings, and itinerary coordination when required
- Assist with preparing internal documents, presentations, and briefing materials
- Support leadership with ad hoc coordination, research, and administrative projects
- Help maintain organized files, shared folders, and documentation for leadership and cross functional teams
- Act as a reliable point of coordination between leadership and internal team members
What This Role Owns
- Execution of checklist based and recurring administrative tasks
- Coordination and follow through across multiple internal workflows
- Preparation of clean and complete support packages for review
- Maintenance of organized records, spreadsheets, calendars, and task trackers
- Administrative support for finance, operations, people processes, and leadership coordination
Ideal Candidate Profile
- Extremely organized and detail oriented
- Strong written and verbal English
- Excellent follow through and task management discipline
- Comfortable working across spreadsheets, trackers, calendars, and AI
- Able to manage recurring processes accurately and consistently
- Proactive in identifying missing information and following up independently
- Comfortable supporting leadership while also coordinating cross functional workflows
- Able to escalate issues clearly when something requires review or approval
- Experience with softwares such as Asana, Notion, Spreadsheets, Word
Must Have Skills
- Executive assistant, administrative, or operations coordination experience
- Strong calendar, scheduling, and follow up management skills
- Strong documentation and organizational skills
- High attention to detail
- Strong spreadsheet proficiency
- Excellent communication and follow up skills
- Ability to support multiple recurring workflows at once
- Comfort working in a dynamic SMB environment with shifting priorities
Nice to Have
- Experience supporting finance, bookkeeping, or invoicing workflows
- Experience with onboarding and offboarding administration
- Experience with procurement or payment coordination
- Experience in hospitality, real estate, property management, or service based businesses
- Experience supporting founders, executives, or senior operators in a fastmoving environment
- Experience supporting remote teams and cross functional stakeholders
Work Schedule: 9am - 6pm EST (9pm - 6am MNL)
Work set up: Homebased
