Executive Assistant

Gavin Ventures Inc; Taguig; On-site; PHP 420,000 - 660,000; Full time

Benefits offered by this job

Health & Wellness Insurance

Professional Development

Job Training

Job summary

Gavin Ventures Inc in Taguig is seeking a Business Operations & Executive Assistant to support management with project coordination, vendor management, documentation control, budget administration, policy implementation, and cross-department communication.

You will serve as the central coordinator between Business Development's Team, Product, Operations, Finance, and external partners to ensure timely delivery and proper documentation.

Qualifications

• Bachelor's degree in business or related field.
• 2–5 years of experience in project coordination, executive assistance, operations, or administration.
• Strong proficiency in Excel, Google Workspace, and presentation software.
• Excellent written and verbal communication skills and strong organizational abilities.

Responsibilities

• Provide executive and administrative support, manage calendars, meetings, and minutes.
• Coordinate cross-department projects and liaise with vendors and service providers.
• Monitor budgets, payments, and reconciliation; assist in management reporting.
• Draft SOPs, workflows, and internal policies; maintain document control.

Skills

Executive support

Project coordination

Vendor management

Budgeting

Communication

Education

Bachelor's Degree in Business Administration, Management, Finance, or related field

Tools

Excel

Google Workspace

PowerPoint

Lark

Jira

Notion

Job description

On-site - Taguig 3-5 Yrs Exp Bachelor Full-time

Job Description

Government Mandated Benefits

Insurance Health & Wellness

Professional Development

Job Training

Read More

The Business Operations & Executive Assistant is responsible for supporting management in project coordination, vendor management, documentation control, budget administration, policy implementation, and cross-department communication. The role acts as the central coordinator between Business Development’s Team, Product, Operations, Finance, and external partners to ensure projects are delivered efficiently and internal processes are properly documented and followed.

Responsibilities

1. Executive & Administrative Support

• Manage executive calendars, meetings, and follow-ups.
• Prepare meeting agendas and meeting minutes.
• Track action items and ensure timely completion.
• Assist in preparing management reports and presentations.

2. Project Coordination

• Monitor project timelines and milestones.
• Coordinate requirements between BD, Product, Development, Operations, and Finance.
• Follow up on pending approvals and deliverables.
• Maintain project trackers and status reports.
• Coordinate communication with vendors and service providers.
• Track contract status and renewal dates.
• Organize vendor documentation and commercial proposals.
• Follow up on implementation and onboarding activities.

4. Documentation & SOP Management

• Draft and maintain SOPs, workflows, and internal policies.
• Maintain version control of company documents.
• Ensure documentation is complete and properly approved.
• Organize company knowledge repositories.

5. Budget & Financial Administration

• Monitor budget utilization and liquidation deadlines.
• Track payment requests and invoice status.
• Assist Finance with reconciliation and supporting documentation.

6. Compliance & Internal Controls

• Maintain approval records and audit trails.
• Track corrective actions from audits and investigations.
• Ensure required approvals are obtained before implementation.
• Support compliance documentation and reporting.

7. Post-Go-Live Monitoring Coordination

• Coordinate monitoring activities after project launch.
• Collect reports from Operations, Finance, and BD.
• Prepare Post-Go-Live Review Reports.
• Escalate issues to management when necessary.

Job Requirements

• Bachelor’s Degree in Business Administration, Management, Finance, or related field.
• 2–5 years experience in project coordination, executive assistance, operations, or administration.
• Strong proficiency in Excel, Google Workspace, and presentation software, Lark.
• Excellent written and verbal communication skills.
• Strong organizational and follow-up skills.
• Experience working with multiple departments simultaneously.
• Ability to handle confidential information professionally.
• project management SOP and policy drafting Vendor management Basic financial analysis budgeting knowledge. Lark Jira Notion project management tools. senior management.

HR Manager Gavin Ventures Inc

Working Location

17, The W Fifth Avenue. H23X+8GG, 5th Ave, Taguig, Metro Manila, Philippines