JOB TITLE – EXECUTIVE ASSISTANT

Be the calm behind the momentum. We’re looking for a proactive, highly organised Executive Assistant who anticipates needs, protects priorities, and keeps a busy team moving seamlessly. If you combine sound business judgement with exceptional follow-through and a genuine service mindset, you’ll thrive in this role.

Work Setup: Hybrid 2-3x a week onsite

Role Overview

As our Executive Assistant, you’ll be a trusted partner to the executive team and a key contributor to smooth day-to-day operations. You’ll manage complex schedules and communications, coordinate meetings and travel, strengthen administrative systems, and produce polished business documents. Success in this role requires strong business acumen, discretion, advanced Microsoft Office capability, and the confidence to anticipate priorities before they become urgent.

Key Responsibilities

· Own the Executive Rhythm: Manage calendars, inboxes, agendas, appointments, and meeting priorities across the executive team.

· Stay Three Steps Ahead: Anticipate scheduling conflicts, preparation needs, deadlines, and follow-up actions so the team is always ready.

· Keep Operations Seamless: Take full responsibility for the day-to-day executive management function and maintain efficient administrative processes and systems.

· Build Client Momentum: Support prospective client engagements, coordinate appointments, and communicate with clients and stakeholders professionally and courteously.

· Protect What Matters: Handle confidential information with a high degree of discretion and in line with applicable Australian Financial Services and compliance obligations.

· Make Every Meeting Count: Prepare agendas, take accurate minutes, track actions, and follow up with owners to keep commitments moving.

· Coordinate the Details: Arrange travel and accommodation and organise functions, events, and team celebrations throughout the year.

· Strengthen the Client Experience: Raise emerging issues and opportunities, seek practical solutions, and maintain consistently high quality and efficiency across all assigned work.

· Create Polished Presentations: Edit and produce PowerPoint decks using company templates, master slides, charts, tables, and images.

· Deliver Professional Documents: Produce and edit Word documents with disciplined use of styles, templates, and formatting standards.

· Manage Submission Packs: Assemble, bookmark, split, merge, compress, paginate, redact, file, and manage PDF packs for client and tender submissions.

Skills & Experience

· At least 3 years of Executive Assistant experience, including strong stakeholder management; previous support for C-level executives is preferred.

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

· Advanced capability in Microsoft PowerPoint, Word, Outlook, Excel, and Teams.

· Excellent written and verbal communication skills, with the judgement to represent executives professionally.

· Exceptional organisation, time management, presentation, and systematic follow-up skills.

· Proven ability to manage competing priorities, maintain accuracy, and deliver high-quality work under tight deadlines.

· Strong analytical thinking, business acumen, and the ability to learn quickly, anticipate needs, and act with accountability.

· Project management experience or capability is advantageous.

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

· A proactive client-service mindset, with the ability to understand expectations, identify solutions, and maintain strong stakeholder relationships.

· Resilience and composure in a fast-paced, high-profile environment.

· Experience working with an Australian company 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.