Executive Assistant & Operations Coordinator (WFH-Dayshift)

Dash10 Managed Services; Davao City; Remote; PHP 600,000 - 900,000; Full time

Benefits offered by this job

Work from home

Monday to Friday day shift

Competitive salary

Job summary

Dash10 Managed Services, a New Zealand-based technical engineering business, seeks an organised Executive Assistant & Operations Coordinator to provide admin and operational support. You will manage executive emails, calendars, and stakeholder communications, while coordinating HR, compliance, and project documentation.

You’ll update content across websites and internal systems, support audits, and help drive efficiency.

Qualifications

• Minimum 3–5 years of relevant experience as an Executive Assistant, Personal Assistant, or Operations Coordinator.
• Experience supporting senior management or executives.
• Experience with administrative, HR, compliance, or technical documentation.
• Excellent attention to detail and strong organisational skills.
• Strong written and verbal English communication skills.
• Strong Microsoft Office and general business systems capability.
• Experience updating website or system content is advantageous.

Responsibilities

• Manage and organise executive email inboxes, prioritising important matters.
• Draft and coordinate emails, documents, and stakeholder communications.
• Maintain calendars, meetings, reminders, and executive follow-ups.
• Coordinate health, safety, compliance, HR, and project documentation.
• Assist with onboarding, offboarding, and HR processes as required.
• Prepare project documentation and maintain accurate site and stakeholder information.
• Update and maintain content across company websites and internal systems.
• Support reports, presentations, and management information.
• Work independently and adapt to changing priorities.

Job description

Are you an organised, proactive, and detail-oriented professional who enjoys keeping things running smoothly behind the scenes? We're looking for an experienced Executive Assistant & Operations Coordinator to provide administrative and operational support to a New Zealand-based technical engineering business.

Your Responsibilities Will Include:

Executive Assistance

• Manage and organise executive email inboxes, identifying priorities and ensuring important matters are followed up.
• Draft and coordinate emails, correspondence, documents, and stakeholder communications.
• Maintain calendars, meetings, reminders, and executive follow-ups where required.
• Track outstanding actions and ensure important tasks are completed on time.
• Gather information for senior management and prepare clear summaries when required.
• Provide general administrative support without requiring constant direction.

Health & Safety and Compliance Administration

• Maintain and update health and safety documentation, systems, and registers.
• Prepare and maintain site packs and project documentation.
• Ensure compliance information is current, complete, and accurately recorded.
• Coordinate information from employees, contractors, subcontractors, clients, and other stakeholders.
• Maintain training, certification, and compliance records.
• Assist with audits, site documentation, and health and safety reporting.
• Identify missing or expiring documentation and proactively follow up.

HR Administration

• Maintain employee records and HR documentation.
• Assist with onboarding and offboarding documentation.
• Maintain employment, training, and personnel information.
• Coordinate HR-related information and follow-ups.
• Help ensure internal policies and documentation remain current.
• Provide administrative support for recruitment and employee processes when required.

Technical and Project Administration

• Assist managers and project teams with the preparation and coordination of project documentation.
• Maintain accurate project, site, and stakeholder information.
• Support document control across projects and operational activities.
• Coordinate documentation between internal teams, clients, contractors, and other stakeholders.
• Work confidently with technical terminology and documentation.
• Ensure information is correctly filed, version controlled, and easy to retrieve.

Website, Systems and Content Updates

• Modify, update, and maintain content across company websites and business platforms.
• Update company records, templates, documents, and internal systems.
• Ensure information across websites and systems is accurate and up to date.
• Learn and confidently use new business systems and software.
• Identify outdated or missing information and take ownership of necessary updates.

General Business Support

• Assist with reports, presentations, and management information.
• Coordinate with suppliers and external stakeholders where required.
• Support improvements to administrative processes and business efficiency.
• Assist with other administrative tasks as required.
• Adapt to changing priorities and support different areas of the business.

What We're Looking For:

• Minimum of 3-5 years of relevant experience as an Executive Assistant, Personal Assistant, Business Support Coordinator, Operations Coordinator, or similar role.
• Experience within HVAC, air conditioning, refrigeration, mechanical services, engineering, construction, or another technical industry is preferred.
• Previous experience supporting senior management or executives.
• Experience with administrative, operational, HR, compliance, or technical documentation.
• Excellent attention to detail and strong organisational skills.
• Strong written and verbal English communication skills, with the ability to communicate ideas clearly, voice opinions confidently, and constructively challenge ideas when needed.
• Strong Microsoft Office and general business systems capability.
• Experience modifying and updating website or system content is highly advantageous.
• Ability to learn new software, systems, and processes quickly.
• Strong problem-solving and follow-up skills.
• Comfortable working independently and managing competing priorities.
• The right drive and attitude, with a willingness to learn and adapt.
• Flexible and willing to take on different tasks and responsibilities as required.
• Strong sense of ownership and accountability, with the ability to see tasks through to completion.
• Confident dealing professionally with employees, clients, contractors, suppliers, and senior stakeholders.

Why Join Us?

• Competitive salary
• Work from home
• Monday to Friday day shift schedule

Ready to Take the Next Step in Your Career?

If you're an experienced, organised, and proactive professional with the right attitude, a willingness to learn, and the ability to take ownership, we'd love to hear from you.