Be the support that keeps leadership and operations running smoothly.
Hi! We're Smartsourcing, and we're looking for an Executive Assistant / Operations Support professional to provide comprehensive executive, administrative, and business operations support to the Director. In this role, you'll manage coordination, reporting, and project-related tasks—helping ensure smooth day-to-day operations and efficient business support across the organization.
Where JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu
About the Role
As a Executive Assistant / Operations Support, it is highly organized, proactive, and confident working independently in a remote environment. The role requires strong communication skills, attention to detail, and the ability to manage multiple priorities across executive support, operations, marketing, and administration — with a focus on quality outputs and timely delivery.
Key Responsibilities
A. Project & Operational Support
- Coordinate and manage key business projects, including timelines, follow-ups, and task tracking
- Proactively monitor deadlines and ensure tasks are completed without prompting
- Maintain and improve internal documentation, templates, and processes
- Prepare and format documents, reports, and presentations
- Support monthly and quarterly reporting requirements, including preparation of key assets
B. Executive & Personal Support
- Provide day-to-day support to the Director, including diary management, reminders, and appointment bookings
- Assist in managing priorities to support overall work-life balance
- Handle ad hoc tasks with a high level of discretion and professionalism
C. Administration & Reporting
- Maintain and update the sales pipeline to ensure accuracy and visibility
- Maintain and update key reports including sales budgets, KPI reports, and trackers
- Monitor and track budgets, including SEEK spend and advertising allocation
- Track and report on sales incentives, including progress updates and internal communication
- Ensure key reports and logs are updated on time and flag any gaps or inconsistencies
D. People & Culture Support
- Track and manage staff birthdays and anniversaries
- Coordinate client and candidate gifting, as well as internal acknowledgements
E. Communication & Confidentiality
- Liaise effectively with internal stakeholders to ensure smooth workflows
- Maintain a high level of discretion and professionalism when handling confidential matters
- Communicate via phone and email in a professional, engaging, and timely manner
F. Artificial Intelligence (AI) Readiness and Digital Enablement
- Maintain baseline AI literacy relevant to their role, including the ability to understand, use, and evaluate AI-supported tools for work efficiency and decision-making
- Use approved AI tools and digital systems in compliance with company policies, data privacy requirements, information security standards, and client confidentiality obligations.
- Apply sound judgment in AI use by validating outputs, avoiding overreliance, and ensuring accuracy, fairness, and professional accountability for all work delivered.
- Participate in required AI readiness trainings, upskilling programs, and continuous improvement initiatives as part of Smartsourcing's innovation and learning culture.
- Proactively identify opportunities for process improvement through automation, digitization, and responsible AI integration within their scope of work.
Qualifications:
- Bachelor's degree in Business Administration, Communications, Marketing, or related field (preferred)
- 1–3 years of experience in an Executive Assistant, Operations Support, or Business Support role; experience supporting Australian organizations is an advantage
Tools:
- Microsoft Office (Excel, Outlook, Word)
- Google Workspace (Google Sheets – basic to intermediate)
- Canva
- CRM / Sales Pipeline tools (e.g., Salesforce, HubSpot, or similar)
- Project management or task tracking tools (e.g., Trello, Asana, Monday.com)
Benefits
Step Into the Smartsourcing Experience
Smartsourcing was created with one mission: to change lives. We're here to ensure that businesses flourish and, just as importantly, that every member of the crew is inspired, supported, and set up to thrive. For the fifth year running, we've been recognized as one of HR Asia's Best Companies to Work For. This award isn't just a title--it's a testament to our commitment to making Smartsourcing an incredible place to build a career.
Why You'll Love Working Here
At Smartsourcing, we believe the best work comes from people who feel seen, heard, and valued. That's why we're all about fostering an environment where you can be your true self. We take pride in being certified as a Great Place to Work, because we know that when you love where you work, extraordinary things happen. Here's just a glimpse of what we offer:
- 5-day Christmas Leave (unwrap real time off)
- Healthcare from Day 1 for you and your family (because healthcare matters)
- Free lunch and barista-crafted coffee daily (we take our caffeine seriously)
- Night shift differential for evening schedules
- Subsidized gym membership and sports wellness clubs including hiking and free-diving
- Smartsourcing Exclusives (deals made just for you)
- Themed BFFs, monthly knockoffs, summer parties
- Community give-back programs and personal development workshops
- And so much more!
We're not just another outsourcing company. We're building something that actually matters here a place where good work meets good culture.
Join Smartsourcing today. Apply now!
