Executive Assistant / Operations & Admin Associate

About the Role

We are looking for a highly organized and dependable Executive Assistant / Operations & Admin Associate to support the company’s day-to-day administrative, operational, and basic accounting activities.

The ideal candidate is proactive, detail-oriented, and comfortable handling confidential information, coordinating schedules, maintaining records, preparing reports, and supporting different departments. Candidates with accounting, bookkeeping, finance, or administrative experience are preferred.

• Provide executive and administrative support to company leadership.
• Manage calendars, meetings, appointments, reminders, and internal schedules.
• Prepare documents, reports, presentations, meeting notes, and correspondence.
• Monitor emails and follow up on pending requests, approvals, and action items.
• Coordinate with employees, clients, vendors, government offices, and external partners.
• Maintain organized digital and physical company records.
• Assist with daily business operations and ensure administrative tasks are completed on time.
• Track expenses, invoices, payments, reimbursements, and supporting documents.
• Assist with basic bookkeeping, account reconciliation, payroll documentation, and financial reporting.
• Coordinate office requirements, supplies, renewals, permits, and other company-related documents.
• Support recruitment, onboarding, employee records, and other HR administrative tasks when needed.
• Create and maintain trackers, spreadsheets, standard operating procedures, and internal reports.
• Identify operational issues and follow up with the appropriate team members until resolved.
• Perform other executive, administrative, accounting, and operations-related duties as assigned.

• Bachelor’s degree in Accounting, Finance, Business Administration, Office Administration, Management, or a related field.
• Previous experience as an Executive Assistant, Secretary, Administrative Assistant, Operations Assistant, Accounting Assistant, or similar role.
• Accounting, bookkeeping, payroll, billing, or finance experience is highly preferred.
• Strong written and verbal communication skills.
• Excellent organizational, time-management, and follow-up skills.
• High attention to detail and accuracy.
• Comfortable handling confidential company and employee information.
• Proficient in Microsoft Office or Google Workspace, particularly Excel or Google Sheets.
• Able to work independently, prioritize multiple tasks, and meet deadlines.
• Willing and able to work under a hybrid arrangement in Pampanga.

• Familiarity with accounting software such as QuickBooks, Xero, or similar platforms.
• Experience processing invoices, expense reports, payroll documents, or government-related requirements.
• Experience supporting senior executives or company owners.
• Knowledge of basic HR, recruitment, or office administration processes.
• Strong problem-solving skills and a proactive approach to work.

Ideal Candidate

The ideal candidate is trustworthy, professional, organized, and willing to take ownership of tasks. They should be comfortable working in a fast-paced environment, following up with different stakeholders, and supporting both administrative and operational requirements.