Senior Executive Assistant – Business Operations

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Organize meetings, develop agendas, gather information, and document actions.

• Create professional proposals, reports, presentations, and internal communications.

• Arrange travel plans, accommodations, itineraries, and bookings.

• Manage task lists, trackers, registers, and business documentation.

• Communicate with employees, suppliers, consultants, recruiters, and external stakeholders.

• Conduct research and gather information to aid business decisions and projects.

• Oversee daily business operations and improvement initiatives.

• Follow up on pending operational actions to ensure deadlines are achieved.

• Assist in the implementation and documentation of new systems, processes, and procedures.

• Identify administrative gaps and inefficiencies, proposing practical enhancements.

• Support fleet administration, office management, internal events, and general business needs.

• Aid in HR administration, employee documentation, recruitment, onboarding, and offboarding processes.

• Maintain employee records, training documentation, licenses, qualifications, and compliance materials.

• Assist in marketing efforts, including content coordination, social media scheduling, and liaising with external marketing providers.

• Coordinate with photographers, videographers, consultants, and other marketing vendors.

• Help source information, images, and content for marketing initiatives.

• Facilitate information sharing across Operations, Accounts, Estimating, Sales, and Marketing departments.

• Support new projects, business events, supplier research, and other cross-department collaborations.

• Collaborate closely with senior leadership, assisting various business areas.

• Take responsibility for tasks from inception to completion and proactively follow up on outstanding actions.

• Identify issues, missing information, and potential delays early on.

• Keep priorities, deadlines, documents, and follow-ups organized.

• Contribute to the development and enhancement of systems, processes, and procedures.

• Anticipate upcoming information needs or actions.

⛳️ Requirements

• Prior experience as an Executive Assistant, Senior Administrator, Business Operations Coordinator, or similar position.

• Proven experience supporting senior leaders and managing competing priorities effectively.

• Familiarity with Pipedrive CRM, Canva, and Connecteam will be advantageous.

• Exceptional organizational and time management skills.

• Strong written and verbal communication skills in English.

• Highly proactive with a keen attention to detail and strong follow-through.

• Ability to work autonomously and take initiative without constant oversight.

• Confident in coordinating with employees, suppliers, consultants, recruiters, and other stakeholders.

• Strong research skills with the ability to identify gaps and follow up on outstanding actions.

• Experience in preparing professional documents, reports, presentations, and meeting materials.

• Background in HR administration, recruitment coordination, or employee records is highly valued.

• Experience in supporting marketing coordination and social media initiatives is a plus.

• Comfortable navigating multiple systems, trackers, documents, and business processes.

• Strong problem-solving abilities with a focus on improving systems and processes.

• Discreet and professional in handling confidential business and employee information.

• Previous experience supporting clients in AU/US/UK/CA or similar markets is highly regarded.

• This is a fully remote role supporting an Australian business.

• Successful candidates are expected to reflect this engagement in their LinkedIn profile.

🏝️ Benefits

• Opportunity to work in a dynamic and supportive environment.

• Flexible working arrangements with the ability to work remotely.

• Access to professional development and growth opportunities.

• Collaborative team culture that values innovation and input.