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