United States onlyThis is a remote position.
This role provides end-to-end support across executive operations, finance administration, client success coordination, recruitment support, employee documentation, and marketing.
Serving as a central operations hub, the Executive Assistant ensures seamless coordination between internal teams, accurate financial and payroll processes, and consistent communication across clients, employees, and stakeholders.
The role works closely with the Director, Client Success Managers, Recruitment Team, and internal operations functions to maintain efficiency, accuracy, and service quality across the business.
Key Skills & Competencies:
- Strong organisational and coordination skills across multiple business functions
- High attention to detail, particularly in finance, payroll, and documentation accuracy
- Strong written and verbal communication skills
- Ability to manage competing priorities across operations, client, and recruitment needs
- Experience with CRM, invoicing, payroll, and document management systems
- Proactive, solution-oriented mindset with strong ownership
Strong interpersonal skills for cross-team coordination
Role Impact:
This role functions as a central operational control point across finance, client success, recruitment, HR documentation, and executive support.
By ensuring accuracy, consistency, and coordination across multiple teams, the Executive Assistant enables smooth business operations, compliant employee management, and scalable growth without operational bottlenecks.
Requirements
Key Responsibilities:
1. Executive & Administrative Support
- Manage and maintain the Director’s inbox, calendar, and priorities
- Draft, respond to, and follow up on professional communications
- Maintain and update CRM systems with accurate client and lead data
- Coordinate meetings, agendas, and internal action tracking
Provide general administrative and operational support across the business
2. Finance, Payroll & Invoicing
- Prepare, issue, and manage client invoices accurately and on schedule
- Monitor accounts receivable and follow up on outstanding payments
- Support payroll processing, including staff payment tracking and coordination
- Update payroll and invoicing records based on staff changes, start dates, overtime, and role adjustments
Maintain accurate financial records for reporting and operational use
3. Client Success & Internal Coordination
- Act as the primary internal point of contact for Client Success Managers regarding:
- Staff salaries and billing updates
- Invoicing adjustments and client billing queries
- Staff overtime tracking and approvals
- New staff onboarding dates and employment updates
- Ensure all staffing, payroll, and billing changes are accurately reflected in internal systems
- Support communication flow between client success, operations, and finance teams
Assist in resolving operational and account-related queries
4. Recruitment Support & Coordination
- Support the recruitment team with endorsed client requirements
- Provide Position Descriptions, rates, and role clarifications as needed
- Assist with applicant or candidate queries received via official company channels
- Ensure recruitment information aligns with internal systems and client expectations
Support coordination between recruitment, operations, and client success teams
5. Employee Documentation & Compliance Support
- Prepare and issue employee documents including:
- Certificates of Employment (COEs)
- Payslips
- Employment confirmations and related HR documents
- Ensure all documentation is accurate, timely, and aligned with company records
- Maintain organised records of employee documentation for compliance and reference
Respond to employee or internal requests related to documentation requirements
6. Business Development Support
- Attend client and prospect meetings alongside the Director
- Take detailed notes and manage follow-up actions
- Assist in nurturing leads and maintaining engagement throughout the sales cycle
- Support proposal development and client onboarding coordination
Maintain CRM accuracy and visibility across pipeline activity
7. Marketing & Content Coordination
- Create, schedule, and manage social media content for company and Director platforms
- Support email marketing campaigns and content planning
- Ensure consistent tone and messaging across all communication channels
- Monitor engagement and assist with brand positioning and content strategy
Align marketing output with business priorities and campaigns
Benefits
1. Monthly Salary: PHP 35,000
2. Salary will be paid on a bi-monthly basis on the 15th and 30th or 31st of each month
3. You will be paid extra for overtime and Philippines public holidays
4. Probation: 6 months and after Probation
10 days annual leave credits
5 days of sick leave
5. HMO offered after 6-month probation
6. 13th Month Pay after 30 days
7. Annual Salary Review
8. Laptop provided after 30 days
9. Permanent work-from-home role. You will have to use your own internet.
10. SHIFT TIMES: 7AM to 4PM Philippine time, Monday to Friday
Philippines only