Senior Administrative & Executive Assistant
Location: Philippines
Work Arrangement: Remote, Full-time
Shift: Monday - Friday | 9:00 PM - 6:00 AM PHT
Salary Range: Php 45,000 - Php 63,000
Unlock Your Potential!
At TOA Global, we have a deep commitment to empowering individuals to excel in their enterprises, careers, and communities. Our global footprint stretches across Australia, New Zealand, North America, and the Philippines, supporting our global clients across the accounting, finance, and professional services industries.
We are looking for a Senior Administrative & Executive Assistant who is far more than a task-taker-you are the operational backbone of a growing professional services firm and a strategic right hand to the Chief Operating Officer (COO). This role is a high-impact opportunity that seamlessly blends executive support, office management, human resources administration, technology coordination, billing oversight, and continuous process improvement. If you spot problems before they surface, build order out of chaos, and follow through relentlessly, this role was designed for you.
Your Impact
- COO's Trusted Anchor & Agenda Architect: Serve as the primary operational partner to the COO. Manage complex calendars, coordinate executive meetings, track action items, prepare detailed agendas, capture meeting notes, and conduct research that equips leadership with data-driven insights.
- Operations Command Center: Oversee daily administrative operations, maintain internal policies, coordinate vendor relationships, and proactively identify operational inefficiencies to fix them before they disrupt workflows.
- Process Powerhouse: Develop, refine, and document business workflows, Standard Operating Procedures (SOPs), and operational systems that bring structure, consistency, and scalability to daily functions.
- People Journey, Culture & Comms Coordinator: Own the full cycle of employee onboarding and offboarding-from tech equipment setup and system access provisioning to managing employee engagement initiatives. Organize staff meetings, training sessions, and internal communication updates.
- Tech Triage & AI-Ready Operator: Act as the internal first responder for localized technology issues, coordinate escalations with external IT providers, and manage software licenses. Support the deployment and internal adoption of new technologies and generative AI tools.
- Billing & Budget Watchdog: Monitor project budgets and professional time reporting via Practice CS, review work-in-process (WIP) reports, prepare draft client invoices, track billing deadlines, and flag potential overruns early.
- Deadline Dashboard Driver: Maintain operational tracking dashboards and status reports, monitor recurring compliance deadlines, follow up on delegated tasks, and ensure global firm projects stay perfectly on schedule.
What You Bring
- The Experience:A minimum of 5+ years of progressive experience in office management, executive assistance, operations coordination, or administrative leadership, with a proven history of supporting C-suite executives.
- Process Documentation Pro: Demonstrated capability to develop, document, and map business processes from scratch. You excel at turning manual, fragmented workflows into optimized SOPs.
- Microsoft & Platform Mastery: Advanced proficiency across the full Microsoft 365 Suite, including building structured SharePoint document libraries. Hands-on experience navigating modern workflow management tools like Salesforce or Monday.com is essential.
- AI-Fluent Skillset: Practical working proficiency with generative AI platforms such as ChatGPT, Microsoft Copilot, or similar tools, using technology as an administrative force multiplier.
- Communication Powerhouse: Exceptional written and verbal English communication skills. Your correspondence is polished, your documentation is highly actionable, and you possess the professional stature to interact with senior stakeholders.
- Detail-Obsessed Finisher: High attention to detail, a relentless drive for thorough follow-through, and a strong sense of personal accountability.
- Discretion & Professionalism: A deeply ingrained understanding of data security and confidentiality, demonstrating a high level of tact and discretion when handling sensitive corporate information.
- Bonus Points (Preferred): Enterprise experience within a professional services or accounting firm, familiarity with Practice CS or similar practice management systems, and experience coordinating human capital across distributed remote teams.
Why You'll Love It Here
We believe in rewarding high achievers with a work environment that fuels both professional growth and personal well-being.
- Time for You: Enjoy 21 Total Annual Service Incentive Leaves, flexible to use for travel, emergencies, or anything you may need for your Me time.
- Tenure Recognition Program: Celebrate your milestones with us; on your 2nd year, choose between a cash reward or one free HMO dependent.
- Health & Security: Comprehensive HMO and Life Insurance coverage from day one.
- Premium Nightshift Support: Earn competitive night shift differential pay while working in a secure, high-performance environment tailored for professionals supporting the North American market.
- Remote Freedom: Eliminate the daily commute entirely and design your ideal workspace with a full-time, work-from-home arrangement backed by robust corporate IT support across our target regions.
- C-Suite Strategic Exposure: Elevate your career profile by working directly with operational executives, managing firm-wide software deployments, and driving organizational scalability.
