Job Overview:
As an Executive Assistant reporting directly to the Operations Manager and Managing Director, you will play a pivotal role in supporting the smooth operation of the executive functions within the CATO Group. You will be responsible for assisting with executive duties, team management support, and operational administrative tasks. You will also be a key liaison within the team, coordinating with both internal and external stakeholders. This role requires a proactive, organized, and detail-oriented professional who can juggle multiple priorities in a fast-paced environment.
Duties and Responsibilities:
Executive Support:
● Calendar & Schedule Management - Coordinate and manage the calendars of the Operations Manager and Managing Director, ensuring seamless scheduling of meetings, client calls, and events.
● Email Management - Oversee the executives’ email inboxes, drafting responses, filtering priorities, and ensuring timely communication with clients, partners, and team members.
● Meeting Coordination & Documentation - Prepare agendas, attend meetings to take minutes, and ensure follow-up on key action items. Assist in organising both internal and external meetings, as well as team briefings.
● Overall Administrative Support - Provide comprehensive administrative support to the Managing Director and Operations Manager, ensuring that day-to-day activities are efficiently managed. This includes handling phone calls, drafting correspondence, managing office supplies, and ensuring the executives have all necessary resources to perform their duties effectively.
● Confidentiality & Discretion - Handle sensitive and confidential information with discretion and professionalism at all times.
Operational & Team Management Support:
● 1:1 Meeting Preparation & Team Management Support - Assist the Operations Manager in managing their team by preparing materials for 1:1 meetings, tracking team performance, and ensuring that deadlines and deliverables are met. Follow up on action items, assisting with the coordination of team goals
and timelines.
● Operational Administrative Support - Provide daily operational administrative support, including managing reports, maintaining team documentation, preparing presentations, and assisting with operational system management.
● Process Improvement - Identify opportunities for process improvements within operational and administrative systems, ensuring smoother workflows and better efficiency.
Project & Client Coordination:
● Project Coordination - Support the planning and execution of various projects across the CATO Group by coordinating resources, tracking project timelines, and monitoring milestones.
Collaborate with department heads to ensure that operations run efficiently.
● Client Communication & Support - Act as a point of contact for key client projects, assisting with communication between the client and the internal team to ensure timely project delivery and excellent customer service.
● Event Planning & Coordination - Organize and coordinate corporate events, team-building activities, and client functions, including logistics management and communication.
Financial & Resource Management:
● Budget Monitoring & Support - Assist with budget tracking, ensuring expenses are monitored and within approved limits. Manage the submission of expense reports for the executives and handle the approval process.
● Supplier Relations - Maintain relationships with external service providers, ensuring that contracts, agreements, and deliveries meet business needs and quality standards.
Qualifications & Experience:
● Education - Bachelor’s Degree in Business Administration, Management, or a related field is preferred but not required.
● Experience:
- 3-5 years of experience as an Executive Assistant, ideally supporting senior leadership.
- Experience working in fast-paced industries such as entertainment, film, or production is a plus.
- Experience in project coordination or operations support is an advantage.
Skills:
- Strong organisational and multitasking abilities.
- Advanced time management and interpersonal skills.
- Proficient in handling confidential matters with discretion.
- Experience with budget management and project tracking.
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.
