We are seeking an adaptable and highly organized Administrative Assistant to provide critical support to the Executive Team at our dynamic tech startup. The ideal candidate thrives in a fast-paced environment and is enthusiastic about tackling a wide range of tasks that vary week by week. Responsibilities may range from managing email correspondence and candidate pipelines to assisting with marketing campaigns, liaising with vendors for events, handling spreadsheets, preparing presentations, and taking comprehensive notes during meetings. The ability to seamlessly shift between these diverse duties, while maintaining efficiency and attention to detail, is key to our team's success.

Key Responsibilities:

- Manage and respond to email correspondence efficiently, ensuring professionalism and timely communication.

- Oversee candidate pipelines, coordinating closely with the People Operations team to facilitate recruitment processes.

- Provide support for marketing initiatives, including campaign assistance and vendor communication for events.

- Execute administrative tasks such as spreadsheet management, presentation preparation, and meticulous note-taking in meetings.

- Quickly adapt to weekly changes in responsibilities, embracing the variety from people operations to event planning and beyond.

Skills and Qualifications:

- A strong sense of curiosity and a genuine interest in engaging with diverse tasks across different areas.

- Rapid learning ability, with the agility to adopt new tools and processes effortlessly to suit evolving responsibilities.

- An enthusiasm for undertaking a variety of tasks, with a flexible attitude towards constantly shifting responsibilities.

- Excellent organizational and multitasking skills, capable of managing a variety of tasks without compromising on attention to detail.

- Experience with applicant tracking software such as Workable, enhancing recruitment efforts and streamlining candidate management.

- Proficiency in Canva, Microsoft Office, especially Excel, for creating engaging content, managing data, and preparing impactful presentations.

- Familiarity with project management and collaboration tools like Confluence and Jira, facilitating effective team communication and project tracking.

- Strong communication skills, both written and verbal, ensuring clear and effective interactions across all levels of the organization.

- A proactive approach to problem-solving, ready to tackle new challenges and devise creative solutions on the fly.

Salary: USD$ 5 - USD $8 / h

This position is ideal for someone who enjoys a varied workload, thrives on learning and developing new skills, and is excited by the opportunity to make significant contributions across multiple areas of a tech startup's operations. If you are passionate about staying organized, relish the challenge of rapidly changing priorities, and are eager to grow with a dynamic team, we encourage you to apply.

Major Duties and Responsibilities

• Process payable invoices booking/ book vendor invoices.
• Process vendor payments after branch approval
• Match amounts in proprietary A/P system to vendor invoices
• Prepare and issue schedules of payments
• Update vendor statements
• Reconcile and resolve problem invoices
• Build key relationships with vendors in order to quickly resolve invoice issues
• File invoices, statements and any accounting related documents when necessary
• Be involved and suggest system / process improvements
• Periodically communicate department goals and expectations with the team to ensure buy-in and accountability
• Be a guide for the team - mentor direct reports
• Meet compliance at all times.
• Be open to implementing new system changes and enhancements into the department
• Play a supporting role on projects that improve productivity level per desk
• Support Accounting Department with miscellaneous projects and assignments
• Ensure communication with local branches

Major Duties and Responsibilities

• Book vendor invoices
• Match amounts in proprietary A/P system to vendor invoices
• Prepare and issue schedules of payments
• Update vendor statements
• Reconcile and resolve problem invoices
• Build key relationships with vendors in order to quickly resolve invoice issues
• File invoices, statements and any accounting related documents when necessary
• Support Accounting Department with miscellaneous projects and assignments
• Assist Manager with audit proof of cash and fixed asset reconciliation
• File PnL reporting • Prepare all documentation as required for external and internal audits
• Deal with any risk areas identified for internal control
• Be a back up to the manager
• Guide and mentor accountants with accounting operations and resolution
• Administrative tasks; filing banking, insurance, legal documents
• Payroll preparation
• Monitor whole AP team performance.
• Prepare all the pushdown entry to the branch (incentive, customers rebate, CFS destination, Claims & goodwill, PPL)
• Ensure all receive AP Invoice was recorded in expo accounting.
• Complete booking of DS Revenue and Cost
• Trucking LCL posting of entry.
• Posting of payments
• Posting/approval of RI
• Review of SP SOA

Support Accounting Manager to all major tasks:

• Accounting project (Tax office CAS approval, Implementation of local system,)
• Tax office audit
• Yealy External audit
• Interna Audit ( Regional/CHQ)
• Assist to implement new accounting guidance, policies, and tools!
• AP Automation
• Online Banking
• Process Improvement

Month-end deliverables:

• Balance sheet schedules,
• Leases recon,
• RRM monitoring
• Review Bank recon schedules
• Income and non- income tax schedule
• Revenue recognition
• GL Compare analysis and entry.

• In charge of issuance of approved government receipts.
• Scanning & labelling of receipts and other supporting documents.
• Preparation of daily collection report.
• Monitoring of AR payment mailbox.
• Monthly GL reconciliation.
• Monthly bank reconciliation.
• Releasing of checks to Service Provider

• Send updated customers SOA on a weekly basis.
• Verify & record payment of customers.
• Reconcile client balances to ensure data integrity
• Response to customers concern and resolve any issue that may arise.
• Ability to handle difficult customer.
• Analytical and can work under pressure.
• Timely collection and recording of tax certificate.
• Preparing collection/payment details.
• Alternate Cashier.
• Ability to propose solution to all problem encountered
• Maintaining accounts receivable files & record.
• Performing bank reconciliations & monthly GL analysis.
• Taking up additional tasks that may be assigned to meet Departmental requirements.

Ciena is committed to our people-first philosophy. Our teams enjoy a culture focused on prioritizing a personalized and flexible work environment that empowers an individual’s passions, growth, wellbeing and belonging. We’re a technology company that leads with our humanity—driving our business priorities alongside meaningful social, community, and societal impact.

Not ready to apply? Join our Talent Community to get relevant job alerts straight to your inbox.

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Administrative Assistant for Global Customer Care 

Ciena is looking for a talented administrative assistant who will assist the APJ GCC leadership team in day-to-day activities.

The ideal candidate has a demonstrated track record of providing proactive calendar support, assisting with project deadlines, booking travel, and taking effective action to ensure that our leaders and their teams are functioning smoothly and efficiently. As well as assisting in the running of our Manila office, consisting of stationary orders, facilities requests and day-to-day running of the office were applicable.

He/she will be highly organized and professional, resourceful, efficient, flexible and will thrive in a fast-paced environment.

Your Responsibilities

• Manage day-to-day administrative processes associated with the organization with a high level of responsibility and prioritized and completed projects within a specified deadline.
• Engage with executive staff and clients professionally and efficiently while maintaining the confidentiality of sensitive, private, and privileged information.
• Manage and maintain complex calendars that included: planning, coordinating, and executing all requested meetings and events, including quickly adapting to changes in schedules and logistics requirements.
• Arrange and coordinate all business travel (domestic and international).
• Screen and document incoming calls.
• Coordinate off-sites and all hands meetings.  Ensure that objectives are clear, preparation is appropriate. 
• Attend team meetings, generate meeting minutes with key decisions, organize action items, work with assigned leaders to ensure appropriate follow up.

• Ensure assigned leaders are using their time effectively and to greatest impact. This requires an understanding of what’s most important for effective calendar management, tracking deadlines and productive meeting and time management.
• Use independent judgment and initiative to anticipate issues, resolve problems, make recommendations, determine when and if executive action was required, and consulted supervisor as appropriate.

• Assist in the preparation of presentations, correspondence, and organizational charts.
• Coordinate executive meetings in person at customer forums as needed to ensure logistics and executive meetings ran efficiently.
• Interface and coordinate activities between various departments (including IT, purchasing), customers, partners and other third parties.
• Work closely with cross-functional executive administrators.
• Mentor new executive administrative assistants and other administrators when required.
• Provide back-up support for other executive administrative assistants when required.

As a Manila Office Manager for GCC and the broader Ciena team, responsibilities will cover:

• Onsite contact for facilities and IT deliveries
• Ciena Office – Tenant Committee lead
• General administration to support APJ Team and events (stationary, logistics, couriers, catering)
• Co-ordination Internal and external events (Customer Lunch and Learns / Customer events/sporting / QBRs / awards)
• Business Purchasing - Facilitate New supplier setups / invoice processing across various Sales and Support teams
• Admin assistance to other APJ Business Support functions – Services, CM, Legal, Marketing and Channels
• Keep track of inspection, certifications, permits, etc. required for the Manila employees and office.
• Manila  office coordinator for global/regional visitors
• First Aid / Fire Warden in Manila Office

Requirement

• 5+ years’ experience supporting senior executives in a fast-paced environment, preferably at a senior level and/or at a high-growth technology company
• Excellent verbal and written communication skills in English
• Communicate effectively with senior executives, their assistants and employees across the team.  Understand assignments and complete them with little to no follow up from assigned leaders
• Manage multiple complex calendars and concurrent deliverables; understand executives’ priorities in order to effectively address meeting requests.  Exceptional prioritization skills.
• Demonstrated business judgment in previous roles, ability to prioritize on behalf of self and manager

• Professionalism in dealing with executives.  Calm, friendly and professional demeanor at all times; diplomatic when saying no
• Collaborative with a can-do attitude.  Demonstrated ability to develop strong internal and external working relationships
• Organized but flexible, with the ability to anticipate change, and to react efficiently and quickly
• Ability to successfully work in a team environment and build effective working relationships
• Flexibility / Ability to work independently, particularly given executive schedules and travel. 
• High level of integrity; ability to handle confidential and sensitive information with discretion

• Expert in office technology and procedures:  Mac and/or PC proficiency, Microsoft Office software suite skills, Oracle use, preparation and management of Purchase orders
• International business exposure a plus

• A graduate with a bachelor's degree in accountancy or financial management in Accounting or Financial Management in Accounting
• At least one year of work experience in Accounting or Finance
• Knowledgeable in bookkeeping procedures
• Knowledgeable in Microsoft/Advanced Excel and other Microsoft programs
• Good problem-solving and analytical skills
• Detail Oriented

Position: Executive Assistant

Working Hours: Monday - Friday; Dubai Office Hours

Salary Range:  USD 900 - 1500/month

Tasks:

• Attend and document all meetings, sharing comprehensive notes in the designated application.
• Schedule follow-up meetings and update relevant Excel sheets for tracking purposes.
• Handle travel arrangements, including booking holidays, flights, and hotels, ensuring an efficient itinerary.
• Procure miscellaneous items as needed, such as a laptop sleeve or specific attire, by researching, ordering, and managing the purchasing process.
• Organize and prioritize tasks in Asana, providing daily reminders to ensure a streamlined workflow.
• Manage email access, reviewing and adding important correspondence to the Asana board.
• Undertake simple graphic design and Canva work for various projects.
• Coordinate and curate LinkedIn content generated from podcasts.
• Oversee properties in the UK, handling fees, and following up on tax-related matters.
• Maintain and update Excel sheets for end-of-month stock purchases.
• Compile a checklist of pre-travel tasks and research potential sales offers.
• Review basic legal documents, flagging any concerns or discrepancies.
• Facilitate communication and coordination between the individual and various companies.

Qualifications:

• At least 1 year of experience as an Executive Assistant
• Proficient in Office 365, Asana, and Canva.
• Seeking a dynamic individual with a vibrant and enthusiastic approach to work.
• Eager to welcome individuals who are ambitious, motivated, and ready to tackle challenges head-on.
• A versatile role designed for someone with a proactive mindset and a hunger for professional growth.

Your team will be your key focus, developing their skills and knowledge and build strong customer relationships with existing and new clients gaining insight into their needs and delivering customer-centric solutions.

You’ll be highly organized, pay close attention to detail and know your subject matter as you will reviewing all reporting requirements, including financial statements and ad-hoc client deliverables.

Building strong and effective relationships with colleagues and the wider business is an essential.  You’ll also need to be thorough in all you do, using your own judgment to highlight any significant finds and put forward any recommendations to help us find an appropriate solution.   

We are never complacent and always encourage our people to look for ways to improve our business; here everyone’s opinion counts and we will value your contribution

Your long-term career goals are important to us too. We want to make sure we’re providing the support and opportunities you need to achieve your dreams so we can build a successful future, together. 

Just imagine your future with us…

At Aurecon we see the future through a very different lens. Do you?

Innovation, eminence, and digital are at the heart of everything we do. Are you excited about the future?

Are you driven by the opportunity to work on some of the most challenging and complex projects around the world and to learn from the best?

We are. Diversity is at the core of everything we do. We work together to create a culture based on respect, trust, and inclusiveness. Our differences are what fuel our creativity.

What will you do?

The Accounts Receivable & Credit Officer will ensure all receipts are processed accurately and within a timely manner. This role will work with the Accounts Receivable Team Leader in delivering service quality and customer satisfaction for the Shared Services Finance function in accordance with agreed KPIs.

AR Officer Duties

• Process bank statement receipts on a daily basis
• Process incoming cheques received by Aurecon local offices
• Ensure all Unidentified Receipts are allocated
• Issue AR Manual invoices from requests
• Update AR reports; Employee Recoverable and Unidentified
• Recover Unclaimed Monies related to the company
• Clear the AR Email Inbox; resolve queries, file remittances, and admin tasks
• Assist Bank reconciliation officers & accountants with banking queries
• Complete month-end tasks and reports
• Update AR documentation
• Support and promote process efficiency system improvement
• Inform management if identifying internal control and company policy breaches
• Provide feedback and support to management
• Assist with ad-hoc duties, tasks, when required.

Credit Officer Duties

• Delivery of invoices to clients electronically on day of issue
• Initial follow up of invoices after 7 days to ensure client has received the invoice and requires no further information or assistance
• Source additional information if requested to do so by the client
• Friendly Reminder that payment has not been received, where payment due date is missed by 2 days
• Demonstrate the ability to disseminate information for inclusion in the Aurecon Client Credit Risk Assessment Form (C-CRAF) for approval under the Delegation of Authority.
• Ordering of Credit Reports from Credit Reporting agencies.
• New client registration and management of information in the client database.
• New and reactivated Client Global reporting and audit.
• Monitoring and maintenance of clients inactive > 12 months as required under the Credit Policy.
• Working Capital Reporting and analysis for Credit Limit recommendation with appropriate DOA approval.
• Extended Terms reporting and ensuring approval is renewed when expired.
• Other duties as requested from time to time.

Training and Performance Development (within the Shared Services Finance Team)

• Work with the Accounts Receivable Team Leader to meet agreed training and performance development goals
• Actively work to achieve set goals
• Identify any knowledge gaps and escalate concerns to the Accounts Receivable Team Leader

What can you bring to the team?

Firstly, strong sense of responsibility, flexibility, and adaptability to varying request. Demonstrate excellent time management and organisational skills. And as part of a new team, you will have the opportunity to shape this role and have input into how we evolve it over time to WOW our employees and make an even bigger impact on the world. You will also need the following:

• Knowledge and experience in the use of Service Management systems / tools (desirable)
• Experience in a global shared services organisation and commercial environment (desirable)
• Intermediate computer literacy in MS Word and MS Excel
• Experience working in an accounts receivable / credit control role within a Finance function
• Experience in quality assurance, reporting and analytics
• Possess basic understanding of accounting principles
• Possess basic understanding of reconciliations
• Experience in Credit systems and processes
• Possess general knowledge of various Country Tax laws, including VAT/GST and WHT.

Our Aurecon Attributes describe the types of people we bring together for clients. We don’t expect you to have all eight of the attributes, but one that is unique to you.

Finally, we value that each of our team members brings something different to Aurecon. We look for people who have had a broad range of experiences throughout their career and can demonstrate how they have worked as part of a team to bring ideas to life. Does that sound like you?

About Us

We’ve re-imagined engineering.

Aurecon is an engineering and infrastructure advisory company, but not as you know it!

For a start, our clients’ ideas drive what we do. Drawing on our deep pool of expertise, we co-create innovative solutions with our clients to some of the world’s most complex challenges. And through a range of unique creative processes and skills, we work to re-imagine, shape and design a better future.

We listen deeply and intently, which helps us see opportunities, possibilities and potential that others can’t.

Think engineering. Think again.

Want to know more?

You can learn more about what it’s like to work at Aurecon by visiting the careers section of our website.

If you are intrigued or excited by what you have read, then we want to hear from you. Apply now!

Your team will be your key focus, developing their skills and knowledge and build strong customer relationships with existing and new clients gaining insight into their needs and delivering customer-centric solutions.

You’ll be highly organized, pay close attention to detail and know your subject matter as you will reviewing all reporting requirements, including financial statements and ad-hoc client deliverables.

Building strong and effective relationships with colleagues and the wider business is an essential.  You’ll also need to be thorough in all you do, using your own judgment to highlight any significant finds and put forward any recommendations to help us find an appropriate solution.   

We are never complacent and always encourage our people to look for ways to improve our business; here everyone’s opinion counts and we will value your contribution

Your long-term career goals are important to us too. We want to make sure we’re providing the support and opportunities you need to achieve your dreams so we can build a successful future, together. 

Your team will be your key focus, developing their skills and knowledge and build strong customer relationships with existing and new clients gaining insight into their needs and delivering customer-centric solutions.

You’ll be highly organized, pay close attention to detail and know your subject matter as you will reviewing all reporting requirements, including financial statements and ad-hoc client deliverables.

Building strong and effective relationships with colleagues and the wider business is an essential.  You’ll also need to be thorough in all you do, using your own judgment to highlight any significant finds and put forward any recommendations to help us find an appropriate solution.   

We are never complacent and always encourage our people to look for ways to improve our business; here everyone’s opinion counts and we will value your contribution

Your long-term career goals are important to us too. We want to make sure we’re providing the support and opportunities you need to achieve your dreams so we can build a successful future, together. 

Position Purpose: A brief statement/summary of the primary purpose of the role

Reporting to the Sales Manager, the Sales Assistant is responsible for providing sales

administration and support to the Sales Executives and Sales Manager.

Main Responsibilities and Duties: Detail the main activities and responsibilities involved

Areas of direct responsibility:

· Administration support to sales team

· Sales data entry including bookings

· Internal emails

· Preparation of sales reports including campaign & client tracking reports using Excel and

various systems

Administration Duties:

· Assist sales team with creating sales proposals for clients

· Sales data entry: Receive and process new booking schedules for clients from sales team

· Timely processing of booking changes

· Monitor bookings to ensure spots are not dropped out of the schedule, or are replaced

· Complete check at month end of any spots not transmitted, prior to invoicing

· Prepare reports pre and post client campaigns to support client results delivery, using excel

and other various systems

· Monitor and Coordinate material changes. Retrieve requested information from IBMS.

· Coordinate the filler lists for sales office each week

· Prepare regular reports for available airtime for sales

· Prepare monthly share reports for sales team

· Communicate clearly and concisely with and assist sales team members and other seven

employees as required over email, Microsoft teams, cisco jabber.

General:

· Other duties as reasonably directed.

· Follow company policies and procedures.

· Take all reasonable care to ensure that your actions or omissions do not impact on the health

and safety of yourself and others in the workplace.

· Ensure that co-workers are treated respectfully and without any form of discrimination,

harassment or victimisation.

· Be a positive, willing and adaptable member of the team at all times.

Join the A-Team and experience the A-Life!

Position: Virtual Assistant

Working Hours: Monday to Friday; 8am - 5pm EST

Salary Range: $800 - $1,500/month

Main Responsibilities:

• Act as the primary point of contact
• Prepare reports, presentations, and other documents as requested
• Utilize and maintain our CRM system (ServiceTitan) to ensure accurate and up-to-date customer information.
• Assist in managing and organizing customer accounts, service requests, and project details.
• Facilitate communication within the company and with clients.
• Manage email correspondence
• Assist in invoicing and billing processes as needed
• Provide basic support in QuickBooks, including data entry and reconciliation (if applicable)
• Conduct research and provide relevant information

Qualifications:

• At least 1-2 years of proven experience as an executive assistant or virtual assistant.
• Familiarity with CRM systems, preferably ServiceTitan.
• Experience with Service or Contracting Industry would be a huge plus
• Excellent organizational and multitasking skills.
• Strong communication and interpersonal abilities.
• Proficient in Microsoft Office Suite and Google Workspace.
• Ability to work independently and remotely.

Your team will be your key focus, developing their skills and knowledge and build strong customer relationships with existing and new clients gaining insight into their needs and delivering customer-centric solutions.

You’ll be highly organized, pay close attention to detail and know your subject matter as you will reviewing all reporting requirements, including financial statements and ad-hoc client deliverables.

Building strong and effective relationships with colleagues and the wider business is an essential.  You’ll also need to be thorough in all you do, using your own judgment to highlight any significant finds and put forward any recommendations to help us find an appropriate solution.   

We are never complacent and always encourage our people to look for ways to improve our business; here everyone’s opinion counts and we will value your contribution

Your long-term career goals are important to us too. We want to make sure we’re providing the support and opportunities you need to achieve your dreams so we can build a successful future, together. 

ABOUT US

BSA Solutions offers talent outsourcing services to small and medium-sized businesses. We provide access to highly skilled professionals, enabling global businesses to build their dream teams in the Philippines and Malaysia. Our vision is to create a community of successful companies where talented individuals can meet and collaborate. We encourage our talents to push their limits, embrace their potential, and passionately pursue greatness. We pride ourselves on delivering exceptional results to our clients through our personalised service and our in-depth knowledge of the markets we serve. 

HEADLINE

Are you looking for an exciting opportunity to be an integral part of a cutting-edge AI technology company? We are searching for a talented individual to join our team in a multi-task role working for senior management. If so, we have an exciting opportunity for you.  

We are seeking an EXECUTIVE ASSISTANT to o be part of a groundbreaking company in the software industry from Amsterdam, The Netherlands, committed to transforming how software is created. Their projects span across enterprise, government, and various industrial sectors.   

What's in it for you: 

• Work on cutting-edge AI technology and be part of a collaborative and forward-thinking team.   
• Personalised development program.   
• Work alongside talented professionals in a rapidly evolving industry. 

This is a full-time role, Monday to Friday, Flexible Shift. 

This is an office-based position in central Cebu City. 

The expected start date is March 2024. 

ABOUT THE ROLE

This EXECUTIVE ASSISTANT role is a multi-task role. You will manage the CEO's schedule, coordinate high-level meetings, and ensure efficient communication with internal and external stakeholders. This is not your typical administrative role – you will have a front-row seat in the decision-making process, contribute to strategic initiatives, and have a real impact on the company's success. The role demands a self-motivated, proactive individual with a strong work ethic, adaptability, and a passion for emerging technologies.  

RESPONSIBILITIES

• Coordinate the preparation of meeting minutes, confirm venue and restaurant bookings, dietaries, and accommodation, and assist with the preparation and circulation of the agenda.  
• Act as a liaison between the CEO and various stakeholders, including board members, executives, consultants, clients, and employees, ensuring seamless communication and confidentiality.   
• Coordinate and schedule travel arrangements, both domestic and international travels.  
• Manage the CEO’s expenses and reimbursement, liaising with the Finance team.   

• Manage the CEO's email inbox, filtering and prioritising messages, drafting appropriate responses, highlighting key points, and providing concise summaries for quick decision-making and ensuring timely follow-up on critical matters.   
• Proactively manage the CEO's complex and ever-changing daily diary, ensuring effective time management and prioritisation of commitments.    
• Conduct research, compile data, and prepare materials to support the CEO's decision-making process.   
• Prepare and edit correspondence, reports, presentations, and other business documents with a keen eye for detail and exceptional writing skills.   
• Manage the CEO's subscriptions and memberships, including monitoring renewal dates, coordinating payment processes, and ensuring the CEO's access to relevant resources and benefits.   
• Prepare reports, presentations, and other documents as required. 
• Maintain organised files and document management systems. 
• Collaborate with cross-functional teams to support project implementation and execution. 

• Bachelor’s degree in Business Administration or similar. 
• At least three (3) years in a similar role, preferably in a technology industry. 
• Exceptional attention to detail and accuracy. 
• Strong organisational and time management skills, with the ability to prioritise and meet deadlines. 
• Excellent verbal and written English and interpersonal skills to interact with senior management effectively.  
• Proficiency in using productivity tools like Microsoft Office Suite, Google Suite, and CRM software. 
• Ability to handle confidential and sensitive information with discretion. 
• Demonstrated problem-solving and decision-making abilities. 
• Flexible and adaptable to changing priorities and a fast-paced environment. 
• Ability to work independently and collaboratively as part of a team in a fast-paced, complex, process-driven industry environment. 
• Strong sense of accountability and reliability to produce quality output in line with internal processes. 

• High level of discretion and professionalism when handling sensitive financial information. 

BSA Solutions, Inc. emphasises in: 

• Providing you with competitive compensation and benefits that exceed market standards and the Labor Law. 
• Ensuring your health and well-being with a comprehensive and generous HMO benefits package for you and one dependent from the start date, a 24/7 employee assistance program, mental health assistance with licensed practitioners, and in-house fitness and wellness programs. 
• Encouraging you to take ownership of your choices and be accountable for your personal growth, happiness, and success. 
• Challenging your status quo, pushing your boundaries for you to embrace your potential and pursue greatness. 
• Building supportive and inclusive communities that inspire and uplift each other, fostering a sense of belonging and connection among its employees and the wider local communities. 
• Encouraging you to be authentic, be true to yourself, embrace your uniqueness, and live a fulfilling and purpose-driven life. 
• Promoting a growth mindset and a commitment to lifelong learning and encouraging you to seek knowledge, explore new experiences, and embrace challenges as opportunities for personal and professional development. 
• Encourages you to appreciate each moment and find balance in your lives, being fully present in the moment, cultivating mindfulness, and finding joy in the present,  
• Encouraging you to set clear intentions, align your actions with your values, and make conscious choices that contribute to your overall well-being and happiness. 

Join us and connect and collaborate with bright minds. Be part of a culture of equity, diversity, and inclusion, where you can showcase your unique talents and expertise to create successful outcomes for you, the client, and the company. All qualified applicants will receive consideration for employment without regard to gender, gender identity/orientation, race, colour, religion, origin, or other characteristics.  

A LITTLE BIT ABOUT Boldr

• Boldr is the first global B-Corp dedicated to delivering world-class Client experiences while creating access to dignified, meaningful work in communities around the world.
• We are a global team, united by our desire to connect diverse people with common values for boldr impact. 
• We employ just over a thousand team members across five countries and we want to employ over 5,000 people by 2027, if not sooner.

LET’S START WITH OUR VALUES

• Meaningful connections start with AUTHENTICITY
• We do our best work by being CURIOUS
• We grow by remaining DYNAMIC
• Our success combines AMBITIOUS VISION with OPERATIONAL EXCELLENCE 
• At the heart of great partnerships we’ll always find EMPATHY

WHAT IS YOUR ROLE

As the Executive Assistant to the VP, People and VP, Revenue, you’ll play a pivotal role in providing comprehensive administrative support to the executives. You will prepare decks/templates, follow-up on OKRs and prepare documents and reports. Acting as gatekeepers, you will filter requests, maintain confidentiality, and often handle sensitive information with discretion. Additionally, you’ll have to oversee office management tasks, assist in event planning, and demonstrate adaptability and initiative by solving problems and multitasking effectively. Your efficient support will enable executives to focus on strategic tasks and decision-making, contributing significantly to the organization's overall productivity and success.

WHY DO WE WANT YOU

We are currently looking for impact-driven individuals who are passionate in helping Boldr grow and achieve our Purpose. We expect our Team to become our ultimate partners to success by always giving their 110% in everything, sharing their talents and quirks, and championing our core values: Curious, Dynamic, and Authentic.

WHAT WILL YOU DO

• Document Preparation and Management: Assist in creating presentations and documents adhering to the branding guidelines, ensuring clear and effective communication
• OKR Support: Regularly remind the VPs and their direct reports of the Objectives and Key Results to maintain focus on achieving organizational goals. 
• People and Revenue All Hands Meetings: Host and manage All Hands meetings, ensuring effective communication and engagement across the organization. This includes preparing and facilitating engaging icebreakers to foster team cohesion. 
• Meeting Coordination and Logistics: Arrange logistics for internal and external meetings, including venue bookings, technology setup for video conferencing, and preparation of meeting materials. Follow-up on action items post-meeting to ensure completion. 
• Proactive Leadership and Influencing: Push the VPs to take action, make decisions, and prioritize tasks effectively. Tactfully manage up by providing reminders, follow-ups, and constructive feedback to ensure deadlines are met and projects move forward. 
• Reporting and Documentation: Prepare and provide regular reports on the VP of People and VP of Revenue’s activities, upcoming commitments, and potential issues to the Chief of Staff, facilitating proactive management and decision-making 
• Feedback Loop: Establish a regular feedback loop with the Chief of Staff to discuss the efficiency of processes, potential improvements, and the executives’ ongoing support needs
• Continuous Process Improvement: Identify and implement process improvements to enhance efficiency and effectiveness in executive support tasks.
• Culture and Team Liaison: Foster a positive work environment and culture by bridging communication between the VPs and team members across different countries and departments. 
• Confidentiality Maintenance: Handle sensitive information with a high degree of confidentiality and discretion

WHAT WE’LL LIKE ABOUT YOU

YOU ARE…

• Detail-oriented, organized, and data-driven 
• A self-started who is eager to take on responsibilities, seek out new ways to assist, and continuously improve support strategies 
• A team player who is willing to collaborate, support team members, and contribute positively to the company culture and team morale. 
• Capable of asserting yourself when necessary, while maintaining a respectful and professional demeanor, to ensure that the executives remain focused on key priorities and commitments
• Quick to take ownership and accountability of your mistakes understanding that the fast way to fix what’s broken is to identify it clearly and move forward
• Able to adjust quickly to changing priorities and schedules, managing unexpected requests or situations with composure 
• Able to interpret data, create reports, and make recommendations
• Able to build and maintain strong relationships within and outside the organization, showcasing empathy, respect, and understanding different cultural nuances
• Aware that as a result of this role, you will have access to important, sometimes sensitive information and will treat that information with the respect and confidentiality it deserves and requires.

YOU HAVE…

• Bachelor's/College Degree
• Excellent verbal and written English communication skills to effectively convey messages, coordinate with team members across different countries, and maintain clear and professional interactions with internal and external stakeholders 
• Excellent ability to prioritize tasks, manage time effectively, and meet deadlines in a fast-paced environment 
• 1-2 years of experience as a virtual assistant, project manager, or in an administrative support role
• Experience working with remote managers and teams
• The ability to handle complex calendars and overlapping schedules
• Strong problem-solving and decision-making skills 
• Proficiency in using cloud-based applications such as Google Apps (Google Drive, Google Sheets, Google Docs, Google Slides) 

• The ability to manage multiple tasks and projects simultaneously with meticulous attention to detail, ensuring nothing is overlooked. 
• The ability to take strong, clear feedback, and the ability to give it to the appropriate stakeholder/s
• Experience supporting and coordinating large groups of people and global/regional projects
• Ability to understand and respect cultural differences within the company’s global operations, and adapting communication styles accordingly 
• Ability and capacity to handle high-pressure situations calmly and effectively, maintaining productivity and focus 
• Capactity to anticipate challenges and proactively address them before they escalate

BENEFITS

• Private Health Insurance
• Paid Time Off
• Work From Home
• Training & Development
• Mental Health Program
• Philhealth Coverage
• Philhealth Coverage

At Assistantly, we're dedicated to empowering businesses with global talent and creating strong partnerships between clients and our talented unicorns. We believe in transparency, kindness, and fostering an environment where everyone can achieve their full potential.

Be part of our dynamic