Executive Assistant & Operations Coordinator (HYBRID)

PELOZDEN RSS INC.; Pampanga; On-site; PHP 350,000 - 550,000; Full time

Job summary

PELOZDEN RSS INC. is seeking an Executive Assistant & Operations Coordinator to partner with the executive leadership team.

This role combines high-level administrative support with strategic operations, calendar governance, and powerful AI-enabled workflows to boost efficiency. You will manage complex schedules, prepare briefing materials, coordinate cross‑department initiatives, and oversee travel, vendors, and events.

Qualifications

• Minimum 4–6 years of executive assistant experience supporting C-Suite.

Responsibilities

• Manage CEO calendar, gatekeeping, and meeting prep with meticulous detail.
• Leverage AI tools to draft briefs, summarize reports, and automate tasks.
• Coordinate cross-department workflows, supplier/vendor communications, events.
• Track milestones and synthesize data for executive decision-making.

Skills

Executive support

AI proficiency

Workspace mastery

Executive presence

Organizational skills

Problem solving

Tools

Google Workspace

Microsoft 365

Asana

ClickUp

Monday.com

Job description

Position Summary

The Executive Assistant & Operations Coordinator serves as the primary strategic, administrative, and technological partner to the executive leadership team. This role is heavily anchored in high-level executive support, sophisticated calendar management, gatekeeping, and confidential administrative management.

As a modern, forward-thinking practice, this role demands a highly tech-savvy professional who actively leverages Artificial Intelligence (AI) tools and automation to optimize workflows, streamline communications, and maximize the executive office's efficiency. Additionally, the role infuses tactical operations coordination, acting as a crucial interface between the executive suite and departmental workflows.

Key Responsibilities

1. High-Level Executive Support & Gatekeeping (Core Focus)

• Calendar & Schedule Management: Serve as the ultimate gatekeeper for the executive’s time; proactively manage complex, fluid calendars, resolving scheduling conflicts before they arise and ensuring daily agendas are optimized.

• Communication & Correspondence: Review, prioritize, and manage incoming communications (emails, letters, and calls) on behalf of the executive; draft polished professional responses, memos, presentations, and corporate announcements.

• Meeting Preparation: Coordinate executive-level meetings, board assemblies, and leadership briefings. Prepare comprehensive briefing dossiers, agendas, and technical materials ahead of time, and record meticulous meeting minutes.

• Travel Logistics: Manage end-to-end global and domestic travel arrangements, including detailed multi-leg flights, ground transportation, accommodation, visa documentation, and expense reporting.

• Confidentiality: Handle highly sensitive corporate, financial, and personal information with absolute discretion, integrity, and professionalism.

2. AI Utilization & Tech Optimization (Digital Focus)

• AI Integration: Actively utilize generative AI tools (e.g., ChatGPT, Claude, Gemini) to accelerate drafting, summarize long-form reports, analyze data trends, and generate executive briefs efficiently.

• Workflow Automation: Identify opportunities to automate repetitive administrative tasks using integrations and low-code/no-code platforms (e.g., Zapier, Make, or native software automation settings).

• Digital Workspace Management: Maintain and organize the executive team's digital architecture, ensuring databases, cloud storage networks, and collaborative workspaces are structured cleanly and kept highly secure.

3. Operational Coordination & Flow (Operations Touch)

• Cross-Departmental Liaison: Act as a bridge between the executive office and department managers, conveying directives clearly and following up on pending action items to maintain business momentum.

• Process Optimization: Assist in evaluating and refining internal office workflows, administrative standard operating procedures (SOPs), and documentation management systems.

• Vendor & Supply Management: Coordinate with external business vendors, service providers, and office landlords to track compliance, approve invoicing, and maintain operational efficiency.

• Event Coordination: Lead the planning and execution of executive retreats, corporate board meetings, team-building events, and client dinners.

4. Executive Project Tracking

• Milestone Monitoring: Maintain visibility over active company initiatives, tracking key project deadlines on behalf of the executive and flagging potential delays early using project management tools.

• Data Synthesis & Research: Conduct targeted market research or gather internal departmental metrics to draft concise summaries and executive summaries for decision-making.

Key Skills & Qualifications

• Experience: Minimum of 4–6 years of dedicated experience as an Executive Assistant supporting C-Suite or senior executives, with exposure to business operations or project coordination.

• AI & Technical Savviness: High proficiency in using AI tools for business productivity (prompt engineering, content drafting, data analysis). Deep familiarity with setting up digital tools, browser extensions, and workspace hacks to work smarter.

• Tech Stack Mastery: Advanced proficiency in modern workspace productivity suites (Google Workspace or Microsoft 365) and project management software (e.g., Asana, ClickUp, Monday.com).

• Executive Presence: Exceptional verbal and written English communication skills; polished, articulate, and confident interacting with high-level stakeholders, clients, and board members.

• Organizational Mastery: Superb attention to detail and a natural knack for prioritizing high-volume workloads in a fast-paced environment.

• Problem-Solving: A resourceful, forward-thinking mindset with the ability to anticipate executive needs and handle challenges independently.