Role Overview
We’re looking for a highly organised and proactive Executive Assistant to manage day-to-day logistics, customer communication, and trip delivery. You’ll play a central role in ensuring every trip runs smoothly, from planning and supplier coordination to finance and customer care, while keeping communication flowing efficiently across our global team.
Key Responsibilities
- Inbox Management: Monitor and manage the CEO and hello@ email inboxes, responding promptly and professionally to clients, suppliers, and partners.
- Trip Quality Oversight: Double-check all bookings (hotels, transfers, and activities) to ensure accuracy, timeliness, and excellence for every traveler.
- Customer Communication: Handle traveler correspondence, follow-up messages, and logistics updates with warmth and clarity.
- WhatsApp Support: Manage the company’s WhatsApp channels, ensuring fast, friendly, and solutions-focused communication with customers before and during travel.
- Team Coordination: Support and oversee the logistics team, ensuring tasks are completed accurately and on schedule.
- Trip Lifecycle Management: Coordinate each trip’s operational flow—from initial booking and supplier payments to final document delivery and post-trip
- feedback.
- Finance Assistance: Assist with tracking payments, reconciling supplier invoices, and maintaining budget and payment records for each trip.
- Executive Support: Provide general administrative support to the CEO, including scheduling, reporting, and project coordination.
Skills & Experience
- 3+ years in administration, executive support, preferably travel operations experience.
- Exceptional English communication skills (written and verbal).
- Strong organisational and follow-up skills with high attention to detail.
- Experience managing multiple inboxes, customer messages, or CRM systems.
- Proficiency with Google Workspace suite, Google Docs/Word, HubSpot, and project management software such as Monday.com
- Expert-level knowledge of Google Sheets/Excel
- Positive attitude, flexible mindset, and eagerness to work in a fast-paced, purpose-driven environment.
Top Skills
What We Do
Outsource Solutions For Business hammerjack is an Australian & Philippine owned and operated offshore outsourcing services provider. Headquartered in Sydney with multiple operating offices in Makati, Manila, and Pampanga, Philippines. We specialise in providing dedicated, high performing teams and outsourced services to the global small and midsize business market. Our solutions deliver quality and consistent outcomes and are helping businesses to focus on their core competencies, reduce operating costs and deliver more value to their customers. hammerjack has been a major player in developing the new Knowledge Process Outsourcing (KPO) industry in the Philippines servicing the Australian, U.S.A and U.K markets. Over the last 7 years we have sourced trained and developed top talent focussed on the Finance, Accounting, Bookkeeping, IT and Virtual Assistant services space. Our knowledge and experience in implementing the latest technologies and systems to support the best people has led to continued success for our clients and their remote teams, all while placing information and cyber security at the forefront. Our operating model was born in the enterprise services space and has been specifically developed to cater for the small, midsize market. This experience and collaborative customer approach set business up for success, no matter where they are on their journey. We offer an enterprise level approach to continuous improvement, high performance & quality, and world class customer experience. Our ability to deliver this level of service across multiple lines of business and industry verticals is a product of our investment in people, technology and the governance that sits behind it all.
