Job Description
Role Overview
The Executive Assistant to the EVP of Operations provides administrative and operational coordination support to help the EVP manage priorities, stay informed, and drive timely execution across the Operations team.
This role goes beyond calendar management. The assistant organizes information, prepares meeting materials, tracks commitments, and follows up with stakeholders to ensure operational priorities move forward. The ideal candidate is proactive, organized, discreet, and comfortable working with senior leaders in a fast-paced environment.
Key Responsibilities
Executive and Administrative Support
Manage the EVP’s calendar, appointments, and meeting schedules, prioritizing requests based on business needs.
Prepare daily and weekly briefings covering upcoming meetings, deadlines, pending decisions, and outstanding commitments.
Draft correspondence, presentations, reports, and other materials on behalf of the EVP.
Coordinate travel arrangements, itineraries, and expense documentation as needed.
Handle confidential business, employee, and client information with discretion.
Meeting Management and Follow-Through
Prepare agendas and collect relevant updates and supporting materials before meetings.
Document key discussions, decisions, action items, owners, and deadlines.
Maintain a centralized action tracker and follow up with stakeholders on outstanding commitments.
Flag overdue items, unresolved issues, and decisions requiring the EVP’s attention.
Coordinate leadership meetings, operational reviews, and planning sessions.
Operational Coordination and Reporting
Collect and consolidate updates from Operations leaders, TA Team Leads, into clear, timely summaries.
Support the preparation of performance dashboards, KPI reports, and business review materials.
Check submitted reports for completeness and consistency, coordinating corrections with the relevant owners.
Track milestones, dependencies, and deliverables for initiatives sponsored by the EVP.
Surface potential delays and execution gaps early, with relevant context for review.
Stakeholder Communication
Serve as a coordination point between the EVP and internal stakeholders.
Communicate the EVP’s approved instructions, priorities, and decisions accurately.
Route requests to the appropriate owners and follow up until a response or resolution is received.
Maintain professional working relationships across departments to support timely collaboration.
Documentation and Process Improvement
Organize files, meeting records, reports, and operational documentation for easy access.
Maintain templates and trackers that improve consistency and reduce administrative work.
Identify opportunities to improve scheduling, reporting, communication, and follow-up processes.
Support special projects and other assignments aligned with the EVP’s priorities.
₱30,000 - ₱35,000 a month
Qualifications
At least three years of experience in executive assistance, operations coordination, or a similar role, preferably supporting senior leadership.
Strong organizational and time-management skills, with the ability to manage competing priorities.
Excellent written and verbal communication skills.
Experience preparing meeting minutes, presentations, reports, and action trackers.
Proficiency in Google Workspace or Microsoft Office, particularly spreadsheets, documents, presentations, and calendars.
Ability to consolidate information, identify missing details, and present concise updates.
Sound judgment when handling confidential information and sensitive requests.
Ability to work independently, anticipate needs, and follow through with minimal supervision.
Nice to haves
Experience in a BPO, virtual assistant services, technology, or other service-oriented organization.
Familiarity with operational KPIs, performance reporting, and cross-functional project coordination.
Experience using project management tools such as Asana, ClickUp, Monday.com, or similar platforms.
Experience supporting distributed teams across multiple time zones.
Success Measures
The EVP’s schedule and meeting preparation consistently reflect business priorities.
Meeting decisions and action items are documented accurately and shared promptly.
Commitments are tracked consistently, with delays escalated early.
Reports and briefing materials are accurate, complete, and delivered on time.
Stakeholder requests and communications receive timely follow-through.
Confidential information and executive records are handled reliably.
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.
