JOB OVERVIEW
As Executive Assistant/Operations Associate, you will be a trusted advisor and expected to support multiple senior manager and executives, proactively and effectively within the business. To be successful in this role, you will be expected to understand the business, and demonstrate a high level of business acumen and exceptional organisational skills which will contribute to seamless day-to day operations.
DUTIES AND RESPONSIBILITIES
Executive Responsibilities
• Management and coordination of agendas for 1:1 and direct report meetings
• Maintenance of executives’ calendars and email inbox/es
• Writing error-free, eloquent emails and letters.
• Create and oversee internal administration process and systems upkeep
• Proactively source sales meet with potential customers and set appointments.
• Maintain confidentiality and use a high degree of discretion.
• Full responsibility for day-to-day operations of the executive management function
• Oversee internal administration processes and system upkeep.
• Organisation of functions, events, and other ad hoc celebrations throughout the year
• Coordinate travel and accommodation requirements.
• Minute taking for meetings.
• Account Management
o Be professional/courteous/polite in all communications.
o Raise emerging issues, concerns, or areas of opportunity that affect clients’ experience and/or the effectivity and efficiency of processes.
o Maintain a high level of quality and efficiency on all tasks managed by observing best practice and utilizing available tools.
o Ensure attendance, participation, and cooperation during knowledge transfer sessions and other meetings.
Operational Responsibilities
• Timely response and execution of deliverables to internal and external stakeholders
• Document current processes and identify opportunities to streamline and optimize
• Maintain hygiene and quality of data capture and storage
• Support management team with operational tasks necessary to provide excellent customer experience
• Support in tool adoption across the management team
• Manage inbound and outbound queries with external stakeholders
• Manage and improve sales operations with process and tooling (i.e. integrations, automations, etc.)
QUALIFICATIONS
Product Knowledge
• Bachelor's/College Degree in Business Administration, Management, or other related discipline is a plus, but not required.
• At least 3 years of experience as an Executive Assistant with stakeholder management skills.
• Executive assistant experience with C-level executives previously
• Project management skills are advantageous.
• Strong analytical and computer (primarily Outlook, Excel, and Teams) skills
• Familiarity with Visible.vc (investor relations platform) is highly regarded.
• Work experience with Slack, Notion, G Suite, WhatsApp.
• Strong oral and written communication skills
• Detail-oriented, always able to provide accurate and high-level quality work.
• Ability to manage multiple priorities while remaining focused on quality and delivery.
• Good administrative and organizational ability.
• Ability to learn quickly and think ahead.
• High level of empathy and mindfulness
• Works collaboratively and as part of a team building genuine relationships.
• Provides systematic and dependable follow-up, as well as a high level of organisation and preparedness.
• Maintains workflow under pressure and in a fast-paced, high-profile work environment.
• Accountability – always following up and staying ahead of the game.
• Ability to think strategically and execute quality output under tight deadline.
• Strong time-management skills and presentation skills
• Hardworking and passionate about career and making a difference.
Customer Focus
• Actively seeks to understand and deliver client needs, expectations, and levels of satisfaction.
• Able to maintain good relationships with clients and other stakeholders.
• Proactively seeks solutions for clients.
• Experience in working with an Australian company is a plus.
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.
