Executive Assistant

Zibol PTY LTD; Metro Manila; On-site; PHP 469,000 - 725,000; Full time

Job summary

Zibol PTY LTD in Metro Manila is seeking an Executive Assistant to support the Director and the recruitment function, ensuring smooth operations and accurate systems.

You will split time between recruitment communications, database upkeep, and developing SOPs, with a focus on documenting processes and improving the business workflow.

Qualifications

• Highly organised with a focus on detailed, repeatable processes.
• Able to manage multiple inboxes and shift priorities without errors.
• Experience with recruitment databases or CRM systems is highly regarded.
• Exposure to invoicing and payroll systems is advantageous.
• Familiarity with project management tools such as ClickUp or Notion is a plus.
• Clear, professional written communicator with discretion across channels.

Responsibilities

• Monitor and manage seven email inboxes daily; respond promptly and professionally.
• Cross-check resumes against internal database to ensure accuracy and avoid duplication.
• Follow up with candidates and clients to move applications forward.
• Triage applications and identify potential pre-screen candidates.
• Set up and coordinate qualification calls between candidates and consultants.
• Manage end-to-end communication across recruitment process from first contact to hand-off.
• Maintain database to reflect accurate candidate and client status.

Skills

Organised

Inbox management

CRM systems

Project management tools

Professional written communication

Trustworthy & discreet

Tools

ClickUp

Notion

CRM systems

Invoicing software

Payroll software

Job description

We're looking for a highly organised Executive Assistant to support our Director and the wider recruitment function. This is a behind-the-scenes operational role critical to keeping our recruitment pipeline moving and our business systems running smoothly.

Your day will be split into two focus areas: mornings dedicated to recruitment communication and database accuracy, and afternoons focused on business systems and tool administration. You'll also play a key role in documenting how things get done — building out our first true set of SOPs as you go.

What You’ll Do

Recruitment Communication & Database (AM)

• Monitor and manage seven (7) email inboxes daily, responding to general inquiries promptly and professionally
• Cross-check candidate resumes against our internal database to verify accuracy and avoid duplication
• Follow up with candidates and clients to keep applications and inquiries moving
• Triage incoming applications and identify potential pre-screen candidates
• Set up and coordinate qualification calls between candidates and consultants
• Manage end-to-end communication across the recruitment process, from first contact through to hand-off
• Maintain the database so it accurately reflects candidate and client status at all times

Business Systems & Tools (PM)

• Review daily automations in our recruitment system, checking outputs and flagging or fixing anything not running correctly
• Invoicing software: Verify invoices are accurate before they go out
• Payroll software: Confirm payroll has been processed correctly each cycle
• Support any other business software as required (please detail your experience)

Process Documentation & SOPs

• Map out the exact steps you follow for each of the responsibilities above
• Build these processes into a project management tool (ClickUp, Notion, or similar) to create the business’s documented SOPs
• Keep SOPs updated as processes change or improve

About You

• Highly organised, with a genuine comfort in owning detailed, repeatable operational processes
• Confident managing multiple inboxes and shifting priorities without letting anything slip
• Experience with recruitment databases or CRM systems highly regarded
• Exposure to invoicing and/or payroll systems a strong advantage
• Familiarity with project management tools such as ClickUp or Notion is a plus
• A clear, professional written communicator, comfortable representing the business across multiple channels
• Trustworthy and discreet — this role has visibility over candidate, client, and financial information