JOB TITLE – ADMINISTRATIVE ASSISTANT

Bring calm, clarity, and momentum to every day. We’re looking for a proactive Administrative Assistant who thrives on keeping people, priorities, and processes organised. If you enjoy anticipating needs, creating order, and delivering dependable support in a fast-moving environment, you’ll fit right in.

Work Setup: Fully Remote

Role Overview

As our Administrative Assistant, you’ll be a trusted support partner to senior managers and executives, helping day-to-day operations run smoothly. You’ll manage schedules, communications, meetings, records, and internal processes while handling sensitive information with sound judgement, accuracy, and discretion.

Key Responsibilities

· Own the Schedule: Manage executive calendars and coordinate agendas for one-to-one, direct-report, and other business meetings.

· Keep Communication Moving: Monitor email inboxes and prepare clear, polished, error-free emails, letters, and business correspondence.

· Strengthen the Systems: Create, maintain, and improve internal administration processes, records, and systems.

· Support Business Development: Research prospective customers, source sales meetings, and coordinate appointments.

· Protect Confidentiality: Handle sensitive information with a high degree of discretion, professionalism, and sound judgement.

· Keep Operations on Track: Take ownership of the day-to-day administrative needs of the executive management function.

· Bring People Together: Organise company functions, events, and ad hoc celebrations throughout the year.

· Coordinate the Details: Arrange travel and accommodation and prepare accurate meeting minutes and action items.

· Champion the Client Experience: Communicate courteously, identify emerging issues and opportunities, and deliver accurate, efficient support using established tools and best practices.

· Stay Connected: Participate actively in knowledge-transfer sessions and meetings, follow through on commitments, and build positive relationships with clients and stakeholders.

Skills & Experience

· 3+ years of experience in executive or administrative support, ideally including stakeholder management and support for C-level executives.

· A bachelor’s degree in Business Administration, Management, or a related discipline is an advantage but not required.

· Strong written and verbal English communication, with the ability to produce accurate, professional correspondence.

· Excellent organisation, time management, follow-up, and presentation skills, with the ability to manage competing priorities and tight deadlines.

· Strong analytical and digital skills, particularly in Outlook, Excel, and Teams; experience with Slack, Notion, Google Workspace, and WhatsApp is advantageous.

· Project coordination or project management capability is a plus.

· Detail-oriented and dependable, with a consistent commitment to quality, confidentiality, and accountability.

· A quick learner who anticipates needs, thinks ahead, and remains composed in a fast-paced, high-profile environment.

· A collaborative, empathetic, and mindful approach that builds genuine relationships across teams and with clients.

· A hard-working, proactive mindset and genuine drive to make a positive difference.

· Experience supporting an Australian company or Australian stakeholders is an advantage.

What’s in It for You

• Flexibility that Fits: Hybrid options across Makati and Pampanga, on day shifts aligned with our Australian clients.

• Workspaces that Work: Modern offices built for focus, collaboration, and real productivity.

• Coffee and Good Company: Barista coffee on demand and a café bar to unwind after work.

• Meals on Us: Complimentary meals once a week on your on-site day.

• Covered from Day One: Health coverage with free dependent coverage, so you're looked after from the start.

• Compensation You Can See: Transparent salary packages with direct client involvement.

• Room to Grow: Ongoing training and real opportunities to step into bigger roles.

• An Award-Winning Home: Join a team ranked 8th Best Workplace in the Philippines and recognised among Fortune Best Workplaces in Southeast Asia.

• People Who Have Your Back: Work alongside reliable, easy-going people who care about doing great work.

• A Global Stage: Work directly with international clients and see how teams scale worldwide.

About Us
At hammerjack, we connect skilled professionals in the Philippines with growing businesses across Australia and beyond—building teams that work as true extensions of our clients. We're proud to be named among the Fortune 100 Best Workplaces in Southeast Asia and ranked the 8th Best Workplace in the Philippines.

Our Impact
Our people aren't outsourced—they're embedded. With aligned tools, shared goals, and real accountability, they deliver at the same standard and pace as onshore teams while building long-term careers they're proud of, across accounting, tech, admin, and marketing.