Executive Assistant (Operational Support & Scheduling Coordination) - Philippines-Based

The ideal candidate is proactive, highly organized, discreet, and capable of anticipating needs before they arise. You should be comfortable handling confidential information and coordinating across multiple stakeholders.

Key Responsibilities:

Executive Support

• Manage executive calendars, appointments, and scheduling
• Coordinate internal and external meetings
• Prepare reports, presentations, and documentation
• Handle email management and professional correspondence
• Track action items and ensure timely follow-ups
• Assist with any relevant admin duties

Operations and Admin Support

• Maintain organized digital filing systems
• Assist in process documentation and workflow improvements
• Coordinate with internal staff to ensure tasks are completed
• Support compliance documentation and record management
• Support with monthly reporting and data analysis
• Provide general administrative support as needed

Scheduling Support

• Create and manage staff rosters aligned with client service requirements
• Coordinate shift allocations and ensure coverage at all times
• Manage last-minute schedule changes and communicate updates promptly
• Maintain accurate scheduling records and reports
• Liaise with care staff to ensure availability and compliance

Requirements

Required Skills and Qualifications:

• Proven experience as an Executive Assistant or senior administrative professional
• Strong calendar management and organizational skills
• Excellent written and verbal English communication
• High level of discretion and professionalism
• Strong ability to prioritize and manage multiple tasks
• Proficiency in Google Workspace or Microsoft Office
• Proficient in Excel and Canva
• Experience in scheduling
• Experience supporting Australian executives is highly preferred