Executive Assistant – Operations, Finance, Client & Growth Coordination

This is a remote position.

PHILIPPINE-BASED FILIPINO APPLICANT

Serving as a central operations hub, the Executive Assistant ensures seamless coordination between internal teams, accurate financial and payroll processes, and consistent communication across clients, employees, and stakeholders.

Key Skills & Competencies:

• Strong organizational and coordination skills across multiple business functions 
  
• High attention to detail, particularly in finance, payroll, and documentation accuracy 
  
• Strong written and verbal communication skills 
  
• Ability to manage competing priorities across operations, client, and recruitment needs 
  
• Experience with CRM, invoicing, payroll, and document management systems 
  
• Proactive, solution-oriented mindset with strong ownership 
  

Role Impact:

This role functions as a central operational control point across finance, client success, recruitment, HR documentation, and executive support.

Key Responsibilities:

1. Executive & Administrative Support

• Manage and maintain the Director’s inbox, calendar, and priorities 
  
• Draft, respond to, and follow up on professional communications 
  
• Maintain and update CRM systems with accurate client and lead data 
  
• Coordinate meetings, agendas, and internal action tracking 
  

2. Finance, Payroll & Invoicing

• Prepare, issue, and manage client invoices accurately and on schedule 
  
• Monitor accounts receivable and follow up on outstanding payments 
  
• Support payroll processing, including staff payment tracking and coordination 
  
• Update payroll and invoicing records based on staff changes, start dates, overtime, and role adjustments 
  

3. Client Success & Internal Coordination

• Act as the primary internal point of contact for Client Success Managers regarding: 
  
• Staff salaries and billing updates 
  
• Invoicing adjustments and client billing queries 
  
• Staff overtime tracking and approvals 
  
• New staff onboarding dates and employment updates 
  
• Ensure all staffing, payroll, and billing changes are accurately reflected in internal systems 
  
• Support communication flow between client success, operations, and finance teams 
  

4. Recruitment Support & Coordination

• Support the recruitment team with endorsed client requirements 
  
• Provide Position Descriptions, rates, and role clarifications as needed 
  
• Assist with applicant or candidate queries received via official company channels 
  
• Ensure recruitment information aligns with internal systems and client expectations 
  

5. Employee Documentation & Compliance Support

• Prepare and issue employee documents including: 
  
• Certificates of Employment (COEs) 
  
• Payslips 
  
• Employment confirmations and related HR documents 
  
• Ensure all documentation is accurate, timely, and aligned with company records 
  
• Maintain organised records of employee documentation for compliance and reference 
  

6. Business Development Support

• Attend client and prospect meetings alongside the Director 
  
• Take detailed notes and manage follow-up actions 
  
• Assist in nurturing leads and maintaining engagement throughout the sales cycle 
  
• Support proposal development and client onboarding coordination 
  

7. Marketing & Content Coordination

• Create, schedule, and manage social media content for company and Director platforms 
  
• Support email marketing campaigns and content planning 
  
• Ensure consistent tone and messaging across all communication channels 
  
• Monitor engagement and assist with brand positioning and content strategy