Executive Assistant - Clark, Pampanga
About Shore360:
Shore360 is a 100% Australian-owned BPO firm based in the Philippines, providing customized staffing and administrative support for international companies. We handle recruitment, HR, IT, and office facilities so our clients can focus on their core business, offering transparent pricing, dedicated teams, and flexible setups.
Position Overview
We are looking for a highly organized and proactive Executive Assistant & Production Assistant to support an award-winning creative production studio. This hybrid role provides direct support to the Founder/CEO/Creative Director and the Head of Production, combining executive assistance, production coordination, and operational support.
The ideal candidate is a fast learner, strong communicator, and highly adaptable, capable of managing multiple priorities while maintaining professionalism, discretion, and efficiency in a dynamic creative environment.
Key Responsibilities
Virtual Front-of-House (High Priority)- Manage the client inbox and perform email triage
- Respond to general inquiries and route messages to the appropriate teams
- Capture and organize new business, employment inquiries, and office-related communications
- Monitor and file office bills and correspondence
- Manage executive inboxes and calendars
- Schedule and coordinate meetings with internal and external stakeholders
- Arrange travel plans and itineraries
- Assist in preparing presentations, proposals, and creative pitches
- Send communications on behalf of leadership (announcements, updates, etc.)
- Coordinate office supply orders and inventory
- Assist with office maintenance by sourcing and coordinating vendors
- Support event planning and team activities
- Track recurring expenses such as rent and utilities
- Conduct research and assist with operational improvements
- Assist with employee and freelancer onboarding
- Set up basic accounts (Google Workspace, Slack, Dropbox)
- Maintain records and documentation
Secondary Responsibilities (Based on Workload)
Finance Support (Light Focus)- Draft invoices for approval using Xero
- Forward supplier invoices to the accountant for payroll processing
- Assist in submitting entries for awards and film festivals
- Create or update marketing materials using templates (Canva, Photoshop)
- Support job postings and recruitment campaigns
- Assist with social media engagement and content posting
- Help distribute press releases and newsletters (Mailchimp)
- Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Slides) – Essential
- Microsoft Office (Word, Excel) – Essential
- Canva & Adobe Photoshop – Essential
- Slack – Preferred
- Notion – Preferred
- Xero – Preferred
- DocuSign – Preferred
- Adobe After Effects & Premiere – Nice to have
- Final Draft – Nice to have
- Figma / FigJam – Nice to have
- Strong written and verbal communication skills
- Familiarity with AI tools (e.g., ChatGPT, Gemini, Claude) is an advantage
- Day 1 HMO Coverage
- Attendance Bonus – Earn up to ₱5,000 every pay run for consistent, perfect attendance.
- Fixed Weekends Off – Enjoy a guaranteed work-life balance with Saturdays and Sundays off.
- Unlimited Barista Coffee all shift long
- Free Parking & Shuttle
- Premium Game Lounge – Relax and recharge in our dedicated on-site recreational zone
- Join our Social Passion Clubs to connect with like-minded peers and bring your whole self to work every day: Photography Club, Dance Club, Fitness Club, Book Club, Music Club
- Engaging Monthly Events – Experience a vibrant culture with regular team activities and celebrations with amazing prizes and rewards
- Referral Incentives – Get rewarded for bringing top talent to the team via our referral program.
- Statutory Benefits: Maternity, Paternity, and Solo Parent Leaves, Magna Carta for Women, OT, and Premium Pays