Executive Assistant (EA) / Operations Assistant

Greyhawk Forensics and Cybersecurity; Quezon City; Hybrid; PHP 420,000 - 720,000; Full time

Job summary

Greyhawk Forensics and Cybersecurity seeks an Executive Assistant/Operations Assistant to support executive leadership and streamline daily operations. You will act as a gatekeeper, manage complex calendars, filter communications, and coordinate cross-team tasks across time zones.

The ideal candidate is proactive, discreet, and able to anticipate leadership needs, maintain confidential information, and drive efficient workflows in a fast-paced environment.

Qualifications

• 2–4+ years in an administrative, operations, or support role for senior management.
• Bachelor’s degree in Business Administration, Office Management, or related field.
• Adaptability: thrive in a fast-paced environment with shifting priorities.
• Initiative: proactive mindset to anticipate and solve problems.
• Remote work capability: reliable internet and dedicated workspace.

Responsibilities

• Manage and optimize the executive’s calendar, prioritize meeting requests, and prevent scheduling conflicts across different time zones.
• Act as the primary point of contact; filter emails, phone calls, and inquiries, drafting professional responses for leadership.

Skills

Tech proficiency

Digital tool savviness

Strategic time management

Professional communication

Discretion

Education

Bachelor’s degree

Tools

Google Workspace

Microsoft Office

Asana

Trello

Monday.com

Zoom

Teams

Job description

Job Description:

The Executive Assistant (EA) / Operations Assistant is a critical support role responsible for ensuring the efficiency of executive leadership and the smooth functioning of daily business operations. You will act as a "gatekeeper" and strategic partner, managing complex schedules, filtering communications, and overseeing operational workflows. The ideal candidate is a proactive problem-solver who can anticipate the needs of leadership, manage confidential information with discretion, and maintain the "pulse" of the organization’s daily tasks.

Key Responsibilities

• Executive Support: Manage and optimize the executive’s calendar, prioritize meeting requests, and prevent scheduling conflicts across different time zones.
• Communication Gatekeeping: Act as the primary point of contact; filter emails, phone calls, and inquiries, drafting professional responses on behalf of leadership.
• Operational Workflow: Monitor and streamline internal processes, track project deliverables, and ensure that departmental deadlines are met.
• Documentation & Reporting: Prepare briefing notes, presentations (PowerPoint), and spreadsheets (Excel/Sheets) for high-level decision-making. Record meeting minutes and follow up on action items.
• Travel & Logistics: Organize end-to-end travel itineraries (flights, hotels, transport) and handle complex expense reporting.
• Project Management: Support or lead special organizational projects, such as event planning (Town Halls, offsites) or office-wide initiatives.
• Information Management: Maintain secure digital filing systems and handle sensitive/confidential company data with the utmost integrity.

Core Skills

• Advanced Tech Proficiency: Mastery of Google Workspace or Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Digital Tool Savviness: Experience with project management software (e.g., Asana, Trello, or Monday.com) and video conferencing tools (e.g., Zoom, Teams).
• Strategic Time Management: Ability to prioritize tasks based on executive goals rather than just "first-come-first-served."
• Professional Communication: Exceptional written and verbal communication skills; ability to represent the executive professionally in all interactions.
• Discretion: A proven track record of handling highly confidential information.

Qualifications & Attributes

• Experience: Typically 2–4+ years in an administrative, operations, or support role for senior management.
• Education: Bachelor’s degree in Business Administration, Office Management, or a related field (or equivalent professional experience).
• Adaptability: Ability to thrive in a fast-paced environment, shifting focus rapidly between competing priorities without losing composure.
• Initiative: A proactive "anticipatory" mindset- identifying and solving problems before they reach the executive level.
• Remote Work Capability: Reliable high-speed internet and a dedicated, professional workspace (essential for modern remote/hybrid ro