Executive Assistant

Job Title: General and Operations Assistant

Position Overview:

We are seeking a highly organized, detail-oriented, and proactive General and Operations Assistant to provide critical support across a variety of administrative and operational functions. The ideal candidate will demonstrate exceptional attention to detail, a strong sense of urgency, and the ability to manage diverse tasks in a fast-paced and evolving work environment.

This role requires close coordination with leadership, teams, and external stakeholders to ensure the accurate and seamless execution of day-to-day operations, order processing, and administrative activities. The successful candidate will have a meticulous approach to tasks, ensuring nothing slips through the cracks while maintaining efficiency and professionalism.

Key Responsibilities:
• Administrative Support:
• Manage schedules, calendars, and appointments for key personnel with precision and accuracy.
• Prepare and distribute reports, presentations, and correspondence with careful review to ensure quality and correctness.
• Handle general office management tasks, including supply inventory and vendor coordination, ensuring all details are tracked and updated.
• Operational Coordination:
• Assist in the planning and execution of projects, ensuring timelines, deliverables, and all details are managed meticulously.
• Track and monitor key operational metrics and create regular status updates with attention to accuracy and completeness.
• Coordinate logistics for meetings, events, and travel, including international arrangements, ensuring all elements are confirmed and aligned.
• Order Processing and Support:
• Process customer orders with exceptional attention to detail, verifying all information is correct before submission.
• Monitor the order lifecycle and promptly address issues related to fulfillment or delivery with thorough follow-up.
• Provide clear and accurate support to customers and internal teams regarding order-related inquiries or changes.
• Task Management:
• Take on ad hoc tasks as needed, ensuring all tasks are prioritized, tracked, and completed accurately.
• Review incoming requests carefully to understand and meet expectations within required timeframes.
• Process Management:
• Identify and implement improvements to administrative and operational workflows, focusing on accuracy and efficiency.
• Maintain accurate records, documentation, and filing systems with a focus on precision and organization.
• Support the development and maintenance of standard operating procedures (SOPs) with careful attention to consistency and clarity.
• Communication and Liaison:
• Act as a point of contact between internal teams, external vendors, and stakeholders, ensuring clear and accurate communication.
• Respond promptly to inquiries and requests, always double-checking information to maintain reliability and professionalism.
• Problem-Solving and Crisis Management:
• Anticipate potential challenges and develop proactive, detail-oriented solutions.
• Address unexpected issues or urgent tasks with precision, ensuring all necessary information is considered and resolved effectively.

Key Qualifications:
• Experience:
• 3-5 years of experience in administrative, operational, or customer support roles, preferably in dynamic or fast-paced environments.
• Skills and Competencies:
• High attention to detail with a commitment to accuracy and thoroughness in all tasks.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Excellent verbal and written communication skills, ensuring clarity and precision.
• Proficiency in productivity tools (e.g., Microsoft Office Suite, Google Workspace, and order processing systems).
• Analytical and problem-solving skills, with the ability to think critically under pressure.
• Adaptability:
• Comfort working in a rapidly changing environment and taking on diverse responsibilities.
• Flexibility to support varying schedules, including occasional after-hours tasks.
• Professionalism:
• A high level of discretion and integrity when handling confidential information.
• A team-oriented attitude with the ability to work independently when needed.

Work Location and Schedule:
• Location: Laureles
• Schedule: Monday to Friday, 8:00 AM to 5:00 PM; Saturday, 8:00 AM to 1:00 PM
• Requirements: Good conversational and written English skills, with excellent availability.

What We Offer:
• A dynamic and collaborative work environment.
• Opportunities to contribute to meaningful projects and operational success.
• Competitive salary and benefits package.
• Professional development and growth opportunities.

This role is ideal for a meticulous, self-motivated professional who thrives in a support role and enjoys contributing to operational excellence. If you have a sharp eye for detail, a proactive mindset, and the ability to ensure smooth operations, we encourage you to apply.