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