Join Our Professional Community: Forge Connections, Shape Futures, Together, Powering Businesses Worldwide!
Are you ready to be part of a professional community that's powering businesses globally to save, grow and transform? Do you want to work with innovative technology, alongside talented professionals who share your passion for excellence? Look no further - hammerjack has the perfect opportunity for you!
Role: Senior Executive Assistant
Location: Remote
About Us:
At hammerjack, we're not just another outsourcing company - we bring together skilled professionals from the Philippines with businesses worldwide, leveraging expert operations and the latest technology to create connections that empower our community. Our mission? To improve lives by fostering meaningful professional relationships and driving success on a global scale.
Our Impact:
Over the years, we've built workplaces that empower employees to thrive, contributing in meaningful ways to the success and culture of companies around the globe. With our focus on professional services and our people-first culture, hammerjack has become a trusted partner for businesses and professionals alike, humanizing the outsourcing industry one connection at a time.
Key Responsibilities
1. Executive & Administrative Support
Manage complex calendars, schedule meetings, and coordinate engagements across multiple time zones with accuracy.
Maintain, prioritise, and action shared inboxes; draft, review, and quality-check all outgoing correspondence to ensure accuracy and alignment with executive direction.
Prepare agendas, meeting notes, summaries, and follow-up actions.
Manage document control systems, including filing and version management in Google Drive, Dropbox, DocuSign, and Adobe Sign.
Ensure all details—dates, times, references, and instructions—are thoroughly checked and error-free before sending to clients or stakeholders.
2. Meeting, Travel & Event Coordination
Schedule and manage meetings strictly according to required platforms (Google Meet, Microsoft Teams, Zoom), ensuring no duplication or conflicting links.
Book and organise domestic and international travel itineraries.
Prepare travel packs, visa documentation, insurance, and logistical support.
Coordinate business events, investor meetings, and occasional personal engagements for principals.
3. Expense Management & Vendor Coordination
Process invoices, expense claims, and reconciliations; manage reimbursements with accuracy.
Liaise with finance teams and vendors for payment tracking and issue resolution.
Maintain registers for subscriptions, renewals, and recurring services.
4. Personal Support
Assist with personal travel, household coordination, vendor management, and personal documentation.
Manage appointments, correspondence, and occasional personal errands for supported executives.
5. Confidentiality & Compliance
Handle highly sensitive information with discretion and professionalism.
Maintain strict confidentiality and respect information barriers across entities and personal matters.
Minimum 5+ years’ experience as an Executive Assistant supporting senior leaders, ideally within professional services, finance, property, or investment environments.
University degree required; postgraduate qualifications preferred.
Strong English communication skills, with proven ability to draft, refine, and quality-check high-level correspondence.
Advanced proficiency across Google Workspace, Microsoft 365, Zoom, DocuSign, and related tools.
Demonstrated ability to anticipate needs, manage competing priorities, and work independently with minimal oversight.
Exceptional attention to detail, ensuring accuracy in dates, links, documentation, and written communication.
High level of technical reliability, including consistent and secure access to systems, accounts, and platforms.
Proven track record of sound judgment, professionalism, and handling confidential matters.
Experience supporting multiple executives or business entities.
Familiarity with Australian business practices, work culture, and time zones.
Ability to switch seamlessly between corporate and personal tasks while maintaining high standards.
Aligned to Sydney business hours, with flexibility for early or late calls during travel, deals, or peak activity.
What's in It for You:
- Flexibility: Work hybrid (remotely and from one of our inspiring offices) and enjoy a better work-life balance!
- Inspiring Workspaces: Our offices are strategically located and designed to fuel your best work.
- Free Unlimited Barista Coffee and Booze: Enjoy refreshments from our cafe and beverage bar.
- Dynamic Open Spaces: Conducive for productivity and creativity.
- State-of-the-Art Security: Ensuring your safety and peace of mind.
- Game Rooms: Take a break and unwind with our recreational facilities.
- Competitive Compensation: Your talents deserve to be rewarded! We help you negotiate with our clients.
- Professional Growth: Access to ongoing training and development opportunities to help you reach your full potential.
- A Supportive Community: Join a diverse and inclusive team that's dedicated to your success.
- Global Impact: Be part of something bigger and make a difference on a global scale.
Ready to Make a Difference?
If you're ready to join a dynamic team and be part of something truly special, we want to hear from you! Apply directly on this job ad, and let's forge a brighter future together!
hammerjack is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
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.
