Executive Assistant – Operations, Finance, Client & Growth Coordination
This is a remote position.
PHILIPPINE-BASED APPLICANT
This role provides end-to-end support across executive operations, finance administration, client success coordination, recruitment support, employee documentation, and marketing.
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.
The role works closely with the Director, Client Success Managers, Recruitment Team, and internal operations functions to maintain efficiency, accuracy, and service quality across the business.
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
Provide general administrative and operational support across the business
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
Maintain accurate financial records for reporting and operational use
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
Assist in resolving operational and account-related queries
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
Support coordination between recruitment, operations, and client success teams
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 organized records of employee documentation for compliance and reference
Respond to employee or internal requests related to documentation requirements
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
Maintain CRM accuracy and visibility across pipeline activity
7. Marketing & Content Coordination
Create, schedule, and manage social media content for company and Director platforms
Support email marketing campaigns and content planning
Apply To This Job
PHILIPPINE-BASED APPLICANT
This role provides end-to-end support across executive operations, finance administration, client success coordination, recruitment support, employee documentation, and marketing.
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.
The role works closely with the Director, Client Success Managers, Recruitment Team, and internal operations functions to maintain efficiency, accuracy, and service quality across the business.
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
Provide general administrative and operational support across the business
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
Maintain accurate financial records for reporting and operational use
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
Assist in resolving operational and account-related queries
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
Support coordination between recruitment, operations, and client success teams
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 organized records of employee documentation for compliance and reference
Respond to employee or internal requests related to documentation requirements
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
Maintain CRM accuracy and visibility across pipeline activity
7. Marketing & Content Coordination
Create, schedule, and manage social media content for company and Director platforms
Support email marketing campaigns and content planning
Apply To This Job