Client & Operations Coordinator
AboutBSASolutions
Come be a part of BSA Solutions Inc., where we're not just offering jobs- we're building careers. With offices in both the Philippines and Malaysia, we offer a wide range of diversified roles across various industries, from accounting and IT to marketing and human resources.We are a dynamic, fast-growing company committed to nurturing an inclusive and supportive workplace culture where you can thrive. With a focus on professional development, work-life balance, and competitive benefits, we provide the perfect environment for you to grow both personally and professionally.
If you are a talented professional eager to contribute to a world-class team and work with global clients, your next great career move is waiting for you right here. We are a talent outsourcing company with offices in the Philippines and Malaysia.
We guide, inspire, and empower young talents to be the heroes that drive business growth. We are more than just a workplace-we are a family. We create a satisfying work environment, one where you'll look forward to coming to every day. A place where the best and brightest minds meet to build a community of successful companies.
III. WHAT DO WE OFFER- Financial Security: Enjoy a stable and competitive salary along with a comprehensive benefits package, including private health insurance and paid time off.
- Structured Career Growth: Benefit from clear advancement opportunities, dedicated mentorship, and personalised training programs that go beyond a typical job.
- Community and Support: Become part of a collaborative, dynamic team. You'll work in a supportive environment where you can build strong professional relationships and grow together.
- Global Career Opportunities: Work with leading companies from around the world and gain international exposure, all from the comfort of your home country.
IV. JOB SUMMARY
We are seeking a highly organised, proactive, and commercially aware CEO Operations Coordinator to support the CEO of a fast-growing AI consulting, education, and transformation business.
This is not a traditional Executive Assistant role.
The successful candidate will act as a central coordination point across the CEO office, supporting communication flow, operational execution, workflow management, meeting cadence, and business follow-through across multiple workstreams.
The role combines responsibilities across:
- Senior Executive Assistant Support
- Operations Coordination
- Founder Office Support
- Lightweight Chief of Staff Support
This opportunity is ideal for someone who thrives in fast-paced environments, enjoys building structure within complexity, and can confidently manage multiple priorities with professionalism, discretion, and initiative.
The purpose of this role is to reduce operational pressure on the CEO and improve business execution by ensuring:
- Communication is managed effectively
- Priorities continue progressing
- Meetings convert into action
- Deliverables and deadlines are tracked consistently
- Operational follow-through occurs across teams
- The CEO’s time is protected for strategic initiatives and business growth
V. WHAT YOU’LL DO
CEO & Executive Support- Manage and prioritise the CEO’s inbox, calendar, and scheduling
- Draft emails, responses, and meeting follow-ups
- Coordinate meetings with internal and external stakeholders
- Prepare briefing notes, agendas, and supporting documents
- Track pending action items, commitments, and deadlines
- Protect time blocks for strategic work and high-priority activities
- Maintain CRM records and follow-up systems
- Support travel arrangements, appointments, and logistics
- Maintain operational trackers, task boards, and reporting systems
- Monitor project progress and ensure accountability across workstreams
- Coordinate recurring meetings, WIPs, and operational check-ins
- Capture meeting actions, owners, deadlines, and follow-through
- Escalate overdue or stalled items when necessary
- Identify workflow gaps and support process improvements
- Provide weekly updates on priorities, risks, and deliverables
- Ensure operational visibility across teams and projects
- Coordinate workshops, events, speaking engagements, and internal activities
- Manage logistics including scheduling, venues, attendee coordination, and follow-ups
- Support proposal tracking, client coordination, and presentation updates
- Assist in monitoring deliverables, timelines, and account activities
- Coordinate with external partners, organisers, and vendors as required
- Maintain event records, files, and post-event action tracking
- Assist with invoice follow-ups and payment coordination
- Support expense tracking and reconciliation processes
- Monitor software subscriptions, renewals, and operational documentation
- Coordinate contracts, signatures, and document management
- Liaise with finance and operational partners when needed
- Track governance requirements, reporting schedules, and key deadlines
- Coordinate with content, marketing, and social media teams
- Track speaking, PR, and branding opportunities
- Assist with scheduling and approvals for content-related activities
- Support light personal coordination including appointments and reminders
- Help maintain time protection around wellbeing and personal commitments
VI. REQUIREMENTS
Systems & AI Capability
The successful candidate should be highly comfortable using digital systems and interested in improving operational efficiency through AI and automation.
Preferred platforms and tools include:
- Notion
- Google Workspace
- Slack and Zoom
- CRM systems (e.g. Zoho)
- AI tools such as ChatGPT, Claude, or similar
- Project management tools such as Asana, Monday.com, ClickUp, or Trello
Experience improving workflows, streamlining processes, and identifying automation opportunities is highly valued.
Ideal Candidate Profile- 5+ years of experience supporting founders, executives, or senior leaders
- Strong organisational and multitasking skills
- Experience using project management and workflow platforms
- Highly proficient in Microsoft Office and business tools
- Able to create professional presentations and documentation efficiently
- Strong written and verbal communication skills
- Proactive, resourceful, and solutions-oriented
- Able to manage competing priorities in fast-paced environments
- Commercially aware with strong operational judgment
- Comfortable handling both strategic coordination and administrative tasks
- High level of professionalism, discretion, and confidentiality
- Experience with Notion and AI tools is highly desirable
Ready to apply your expertise in a role that offers both stability and significant growth? If you have a passion for precision and a talent for supporting others, we want to hear from you.
Take the next step in your career and apply now to join our world-class team!