Confidentiality. Coordination. Command. Ready to lead from the second chair
Hi! We're Smartsourcing—and we're on the hunt for a full-time, on-site Senior Executive Assistant who is responsible for capturing, managing, and driving action items to completion, enabling Scaling Up leadership to focus on business growth.
Where JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu
Role Overview
As a Senior Executive Assistant, it involves predominantly ad hoc, non-repetitive, and project-based tasks driven by evolving business priorities. This role is centred on executing tasks and solving problems directly, taking full ownership of follow-through from meetings, projects, and day-to-day operations. Operating in a highly dynamic and unstructured environment, the role requires strong problem-solving, prioritization, and task-based project management skills, with the ability to independently drive outcomes with minimal direction.
Key Responsibilities
A. Executive & Action Management
- Actively participate in leadership calls, identify priorities in real time, extract action items, and initiate execution immediately during or after discussions
- Execute action items directly where possible and track remaining items to completion
- Coordinate with stakeholders where necessary, while prioritizing direct execution wherever possible
- Prepare follow-ups, materials, and outputs from meetings
- Demonstrate a strong bias for action, prioritizing speed, responsiveness, and progress over perfection
B. Strategic Research & Business Support
- Conduct research on financial institutions, clients, and market trends
- Provide insights to support decision-making and client engagements
- Translate complex information into digestible outputs
- Proactively engage and communicate with external stakeholders (e.g., vendors, partners, institutions) to gather insights, request information, and drive conversations forward
- Summarize findings and provide recommendations
C. Project & Operations Management
- Prioritize and sequence work effectively across multiple requests
- Proactively identify blockers and escalate early
- Independently execute tasks and drive initiatives forward without reliance on delegation or coordination wherever possible
- Take full ownership of tasks by breaking them down, executing required actions, and ensuring completion end-to-end
- Own projects end-to-end—from problem identification and research to solution recommendation and execution
D. Process Optimization & Continuous Improvement
- Identify inefficiencies in workflows and admin processes
- Develop SOPs and implement improvements
- Apply structured thinking to streamline operations
- Identify repetitive tasks and recommend automation or system improvements
- Leverage AI and technology to create scalable, repeatable solutions (build once, scale repeatedly) while ensuring outputs
E. Documentation & Data Management
- Prepare presentations, reports, and client materials
- Maintain accurate records and documentation systems
- Ensure data accessibility and organization
F. Stakeholder Management & Communication
- Act as liaison between leadership, internal teams, and clients
- Communicate clearly and professionally across all stakeholders
- Build strong working relationships
G. 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.
Work Schedule: 9 PM to 6 AMPHT
What we are looking for:
- Bachelor's degree in Business Administration, Industrial Engineering, or related field
- 3+ years in executive support, operations, or project coordination
- Strong experience in task-based project management and execution
- Experience working in fast-paced, unstructured environments preferred
Tools:
- Microsoft Office Suite
- CRM tools (Salesforce, HubSpot)
- Project management and reporting tools
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.
Precision, discretion, and momentum—bring it all as a Senior Executive Assistant at Smartsourcing.
