Executive Assistant

Job Title: Executive Assistant/Operations Manager
Location: Remote/Wfh
Working Hours: Full time/ 40hrs per week
Rate: Php 30,000 – 40,000/month

JOB DESCRIPTION

Job Overview:
We are seeking a highly organized and versatile professional to join our team as an Executive Assistant and Operations. You will provide comprehensive administrative support to our executive team while overseeing and optimizing our day-to-day operations. Additionally, you will be responsible for basic bookkeeping tasks to ensure accurate financial records. The ideal candidate is a proactive and detail-oriented individual who excels in multitasking and thrives in a fast-paced environment.

RESPONSIBILITIES

Executive Support:
1. Manage and maintain executive calendars, schedules, and appointments.
2. Coordinate travel arrangements, including flights, accommodations, and transportation.
3. Prepare and organize meeting materials, presentations, and reports.
4. Act as the first point of contact for internal and external stakeholders, screening and prioritizing communications.
5. Assist in drafting and editing correspondence, memos, and other documents.
6. Handle confidential and sensitive information with discretion and professionalism.
7. Foster positive relationships with vendors, suppliers, and service providers.
8. Handle general administrative tasks, including filing, record-keeping, and expense reimbursement.

Operations Management:
1. Streamline and optimize day-to-day operations to improve efficiency and implement operational policies, procedures, and best practices.
2. Collaborate with cross-functional teams to ensure smooth communication and coordination.
3. Identify opportunities to automate processes and implement technology solutions.
4. Support social media activities by assisting in analyzing followers and organizing a database of potential customers.
5. Manage inventory, including basic organization using spreadsheets.
6. Coordinate shipping logistics for the company’s products.

Basic Bookkeeping:
1. Maintain accurate financial records and documentation.
2. Process accounts payable and receivable, ensuring timely payments and collections.
3. Prepare and process invoices, expense reports, and purchase orders.
4. Assist in monitoring budget allocations and tracking expenses.
5. Work closely with the accounting team to ensure accurate financial reporting.
6. Assist in the preparation of financial statements and reports.

Project Coordination:
1. Assist in the planning, execution, and tracking of various projects and initiatives.
2. Coordinate project schedules, resources, and deliverables to ensure timely completion.
3. Facilitate communication and collaboration among project stakeholders.
4. Prepare project status reports, documentation, and presentations.

REQUIREMENTS

At least 1 year of proven experience as Executive Assistant
Bachelor’s Degree holder of any course
Excellent communication and interpersonal skills. Fluency in English is a must.
Proficient in Microsoft Office Suite
Ability to multitask and prioritize effectively
Ability to work independently and in a team environment