Keep operations, priorities, and senior-leader support moving with clarity and control. We are looking for a highly organised and proactive Executive Assistant – Operations to provide high-level administrative and operational support to a senior leader within the business.

Work Setup: Hybrid of 2x a week onsite; WFH possible

Role Overview

As our Executive Assistant – Operations, you'll help keep priorities, meetings, projects, and operational activities moving by coordinating across teams, preparing reports and documentation, tracking actions and deadlines, and ensuring important matters are followed through.

You'll work closely with senior stakeholders, manage competing priorities, and take ownership of follow-ups and coordination without requiring constant direction.

Key Responsibilities

• Support Senior Leaders: Manage complex calendars, meetings, appointments, correspondence, travel arrangements, presentations, reports, and other business documents.

• Keep Meetings Organised: Coordinate internal and external meetings, prepare agendas and materials, take minutes, and maintain clear action items, owners, and deadlines.

• Manage Expenses: Track CEO and Director expenses, collect receipts, submit claims, ensure policy compliance, and approve travel authorisations or expense claims when required.

• Coordinate Operations: Support day-to-day operational priorities across teams by maintaining trackers, action registers, project updates, and operational documentation.

• Follow Up Proactively: Follow up with stakeholders on outstanding actions, deliverables, deadlines, KPIs, and recurring operational activities.

• Prepare Reports and Documentation: Gather and consolidate data for weekly, monthly, and ad hoc reports, dashboards, presentations, meeting packs, records, shared files, processes, and workflows.

• Manage Stakeholders: Act as a key point of coordination between the senior leader and internal teams, liaising professionally with managers, employees, clients, suppliers, and external stakeholders.

• Support Projects and Improvement: Track milestones, dependencies, risks, and outstanding actions while supporting operational projects, business initiatives, research, recommendations, and process improvements.

Skills & Experience

• Bachelor's degree in Business Administration, Management, Operations, or a related field is preferred.

• 3–5+ years of experience as an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, Project Coordinator, or similar role.

• Experience supporting senior managers, directors, heads of department, or other senior business leaders.

• Demonstrated experience coordinating multiple stakeholders, priorities, and deadlines.

• Experience preparing management reports, presentations, meeting packs, and business documentation.

• Strong proficiency in Microsoft Office or Google Workspace, particularly Excel/Google Sheets and PowerPoint/Google Slides.

• Experience with project management, collaboration, CRM, or workflow management systems is an advantage.

• Strong organisational, time-management, written and verbal communication, and stakeholder management skills.

• Excellent attention to detail, accuracy, initiative, ownership, follow-through, and problem-solving ability.

• Ability to handle confidential information appropriately while staying adaptable, resourceful, and commercially aware.

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.