Executive Assistant (Business Operations Coordinator)
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Job Location:
Manila - Philippines
Hourly Salary:
USD 9 - 9
Posted on:
7 hours ago
Vacancies:
1 Vacancy
Job Summary
This is a remote position.
Our client is a global beauty manufacturing company with 18 years of excellence specializing in full turnkey solutions for skincare color cosmetics beauty tools and product developmentfrom concept to market. With operations across the USA China South Korea and Thailand the company delivers innovative beauty manufacturing solutions to clients worldwide.
They are seeking an exceptional Executive Assistant to serve as a strategic partner to the President. This role extends far beyond administrative supportyou will manage business operations assist with sales-related tasks support personal matters and eventually represent the President in select business situations. This position requires someone highly organized proactive and capable of operating with independence across multiple time zones.
Responsibilities
Calendar & Schedule Management (High Priority)
Monitor the Presidents calendar daily and send timely reminders
Create calendar invites based on instructions received via email WeChat or WhatsApp
Coordinate meetings when CCd on related email threads
Manage scheduling conflicts and prioritize the Presidents time effectively
Communication & Customer Service
Monitor the customer service mailbox (light volume)
Triage respond or escalate inquiries as appropriate
Track communications across various sales platforms
Maintain consistent and timely follow-up
Sales & Business Development Support
Join sales representative recruiting calls
Learn and mirror the Presidents communication and decision-making style
Eventually conduct independent Zoom calls with prospects
Make outreach calls to new customers to gather initial information
Assist with market research projects
Project & Account Management
Follow up on customer projects and track timelines
Coordinate with Account Managers/Project Managers on project progress
Send reminders to internal teams to prevent delays
Ensure all customer communications remain organized and up-to-date
Financial & Administrative Operations
Generate customer invoices promptly
Track payments and send reminders when needed
Send NDAs through DocuSign and manage document status
Organize spreadsheets documents and business records
Support ad-hoc administrative tasks
General Business Support
Assist the President with evolving business needs
Provide operational support across departments as required
Healthcare Management
Book reschedule or cancel medical appointments
Property Management Support
Send monthly rent invoices
Track payments and follow up on outstanding balances
Personal Assistance
Handle remote personal tasks and ad-hoc requests
Requirements
Technical Skills
AI-savvy (critical): Proficient with ChatGPT Gemini and other AI tools
Advanced proficiency in:
Google Workspace (Gmail Calendar Sheets Docs)
Microsoft Office Suite
DocuSign
Zoom and other video conferencing tools
WeChat & WhatsApp for business
Quick learner with strong adaptability to new systems
Professional Competencies
Exceptional organizational skills and ability to manage multiple priorities
Extremely responsive with strong follow-through
Hard-working self-motivated and proactive
Professional demeanor and ability to represent leadership
High attention to detail and accuracy
Strong problem-solving skills and ability to anticipate needs
Communication
Strong English proficiency (written & verbal) REQUIRED
Excellent business writing skills
Confident phone presence for clients and vendors
Ability to adopt the Presidents communication style
Personal Attributes
High emotional intelligence discretion and integrity
Independent working style with strong judgment
Growth mindset and willingness to take on increasing responsibility
Cultural awareness for working with global teams
Performance Expectations
Submit daily work reports with tasks pending items and next-day priorities
Respond to messages within the agreed-upon timeframe (e.g. within 2 hours during business hours)
Maintain 99% accuracy in scheduling invoicing and documentation
Proactively identify and resolve issues
Provide ongoing suggestions for process improvements
Growth Opportunity
The right candidate will:
Progress from task execution to strategic decision-making
Eventually represent the President in sales calls and meetings
Develop deep industry knowledge in beauty manufacturing
Potentially grow into operations management or business development roles
Independent Contractor Perks
HMO coverage (eligible locations)
Permanent work-from-home arrangement
Immediate hiring
Required Skills:
Technical Skills AI-savvy (critical): Proficient with ChatGPT Gemini and other AI tools Advanced proficiency in: Google Workspace (Gmail Calendar Sheets Docs) Microsoft Office Suite DocuSign Zoom and other video conferencing tools WeChat & WhatsApp for business Quick learner with strong adaptability to new systems Professional Competencies Exceptional organizational skills and ability to manage multiple priorities Extremely responsive with strong follow-through Hard-working self-motivated and proactive Professional demeanor and ability to represent leadership High attention to detail and accuracy Strong problem-solving skills and ability to anticipate needs Strong English proficiency (written & verbal) REQUIRED Excellent business writing skills Confident phone presence for clients and vendors Ability to adopt the Presidents communication style
Required Education:
N/A
Company Industry
Architecture and Planning / Interior Design
Key Skills
- Motivational Interviewing
- Marketing
- Microsoft Office
- Microsoft Access
- Ellucian
- Microsoft Outlook
- Microsoft Word
- Visio
- Detailing
- Microsoft Powerpoint
- Microsoft Excel
- Administrative Experience
