Executive Assistant and Client Services

Kaizen Recruitment; Pasig; On-site; PHP 469,000 - 737,000; Full time

Benefits offered by this job

Birthday celebrations

Paid leave including special leave

VIC holiday schedules adherence

Tech stipends

4 days weekly work from home

Job summary

Kaizen Recruitment is expanding its offshore support team in the Philippines to deliver executive assistance, invoicing, payroll administration, and contract compliance. You will work closely with the Director to streamline processes, maintain data hygiene across the ATS, and create SOPs, proposals, and reports.

The role requires 3+ years in administration and strong Excel/Office 365 skills, with a proactive, detail-oriented mindset and the ability to manage multiple tasks.

Qualifications

• : 3+ years’ experience in administration, executive support and operations roles.
• : Strong Excel and numeracy skills for reporting and tracking.
• : Advanced Microsoft Office 365 proficiency (Word, Excel, PowerPoint, OneDrive).
• : Tech-savvy with excellent systems literacy (ATS/CRM, Xero, Canva, Mailchimp experience is advantageous).
• : Experience in document control, contract administration, or compliance auditing is highly regarded.
• : Exposure to VISA processing, legal document review, or recruitment administration is a plus.
• : Polished written and verbal communication skills with professional stakeholder management.
• : Exceptional organisation, attention to detail, and ability to prioritise competing demands.
• : Proactive, solutions-focused mindset with strong initiative and ownership.
• : Based in the Philippines with reliable high-speed internet (50 mbps or more).
• : Attend to weekly on-site work days (usually Fridays).
• : Open to work hours between 6am-3pm PHT.

Responsibilities

• Provide executive assistance including diary management, travel arrangements, meetings, and team events.
• Handle finance and contracting support: invoicing, expenses approvals, payment tracking, and payroll administration.
• Perform compliance auditing and data hygiene across ATS system, ensuring all profiles and documents are up to date.
• Create and update SOPs, business proposals, and pitch documents.
• Prepare quarterly and annual reporting in areas required; AND
• Support process improvements across business operations and ad hoc recruitment admin as needed.

Skills

Executive support

Finance support

Office productivity

Systems literacy

Document control

Compliance auditing

VISA processing familiarity

Stakeholder management

Organisation & prioritisation

Initiative & ownership

Tools

Excel

Microsoft Office 365

ATS/CRM

Xero

Canva

Mailchimp

Job description

About the Company and Role

We are a growing, values-driven Australian recruitment firm specialising in professional services talent solutions. We are expanding our offshore support team in the Philippines to deliver operational excellence, compliance, and administrative efficiency. Working closely with the Director, you will provide high-level executive, finance, and operational support, helping streamline processes and enabling the Australian team to focus on strategic growth.

Key Responsibilities

• Provide executive assistance including diary management, travel arrangements, meetings, and team events;
• Handle finance and contracting support: invoicing, expenses approvals, payment tracking, and payroll administration;
• Perform compliance auditing and data hygiene across ATS system, ensuring all profiles and documents are up to date;
• Create and update SOPs, business proposals, and pitch documents;
• Prepare quarterly and annual reporting in areas required; AND
• Support process improvements across business operations and ad hoc recruitment admin as needed.

Technical Skills and Qualifications

• 3+ years’ experience in administration, executive support and operations roles;
• Strong Excel and numeracy skills for reporting and tracking;
• Advanced Microsoft Office 365 proficiency (Word, Excel, PowerPoint, OneDrive);
• Tech-savvy with excellent systems literacy (ATS/CRM, Xero, Canva, Mailchimp experience is advantageous);
• Experience in document control, contract administration, or compliance auditing is highly regarded;
• Exposure to VISA processing, legal document review, or recruitment administration is a plus;
• Polished written and verbal communication skills with professional stakeholder management;
• Exceptional organisation, attention to detail, and ability to prioritise competing demands;
• Proactive, solutions-focused mindset with strong initiative and ownership;
• Based in the Philippines with reliable high-speed internet (50 mbps or more);
• Attend to weekly on-site work days (usually Fridays);
• Open to work hours between 6am-3pm PHT.

Benefits

• Birthday, work anniversary, end of quarter and end of year celebrations
• 4 weeks of paid leave with additional special leave (for cultural celebrations/observances, volunteering, studies, etc.)
• Following VIC holiday schedules
• Work technology stipends (laptops, headsets, monitor, etc.)
• 4 days working from home weekly flexibility