Executive Assistant & Operations Manager

Hireflex Group; Philippines; Vor Ort; PHP 3.903.000 - 5.204.000; Vollzeit

Zusammenfassung

Hireflex Group is seeking an Executive Assistant to run the operational side of a boutique Australian firm. You will support the director, oversee recruitment operations, marketing, proposals and the firm’s systems, including AI tools.

This high-trust role requires discretion and strong organisational skills. Reporting to the Director, you will manage inboxes, diaries, proposals, dashboards and client events, with emphasis on accuracy and efficiency.

Qualifikationen

• 5+ years supporting a business owner or senior executive.
• Excellent written English and discretion.
• Experience with AI tools and fast-paced environments.
• Advanced Word/Excel and PowerPoint proficiency.

Aufgaben

• Executive Support: manage inbox, diary, agenda, and client coordination.
• Recruitment Operations: ATS records, onboarding, timesheets, reporting.
• Projects/Systems/AI: SOPs, action trackers, AI tool adoption.
• Events & Business Ops: plan client events and provide operational support.

Kenntnisse

Executive Assistant

Operations Coordinator

Word

Excel

PowerPoint

AI tools knowledge

Discretion

Written English

Tools

Vincere ATS/CRM

SourceWhale

Gamma AI

Canva

Website CMS

Jobbeschreibung

Are you a highly organised EA who wants real ownership, not just a list of tasks? Our client, a boutique executive search firm in Australia, is looking for a trusted right-hand to run the operational side of the business. That frees the Director to focus on search delivery, clients and business development.

About Our Client

Our client is a specialist Executive Search and Interim Management firm placing Digital, Technology and Transformation leaders across regulated industries. They work closely with a small number of clients, and their reputation is built on quality, discretion and long-term relationships.

The Role

Reporting directly to the Director, you’ll own executive support, recruitment operations, marketing, proposals, and the firm’s systems and AI tools. This is a high-trust role for someone who keeps things simple and is confident enough to push back on priorities when there’s too much on.

What You’ll Do

Executive Support

• Manage the Director’s inbox and diary, reacting to client meetings he books and resolving clashes.
• Triage LinkedIn and inbound candidate approaches, and route them to the right person.
• Own the weekly meeting agenda and follow open items through to close.
• Resolve day-to-day issues with candidates, contractors, clients and suppliers.

Recruitment Operations

• Keep ATS records accurate, and run outreach sequences as needed.
• Handle candidate and contractor admin: onboarding, timesheets and client portals.
• Quality-check search documents and produce monthly activity reports.
• Update the company website and manage LinkedIn content for the Director and the company page.
• Build proposals and pitch decks in PowerPoint, Gamma AI and Canva to brand standard.
• Produce and proofread briefing packs, case studies and reports, and check every source and statistic.

Projects, Systems & AI

• Keep one simple action tracker as the single source of truth for all open work.
• Build SOPs and filing structures so work can be repeated or handed over.
• Test, adopt and document AI tools such as Copilot, Claude, ChatGPT and Gamma.

Events & Business Operations

• Plan and deliver executive dinners and client events, including venues, budgets and logistics.
• Provide operational support across the business, with priorities agreed with the Director.

What You’ll Bring

• 5+ years as an Executive Assistant, Operations Coordinator or similar, supporting a business owner, director or senior executive.
• Experience managing an executive’s inbox and diary alongside several projects in a fast‑moving environment.
• Advanced Word and Excel (styles, templates, lookups, pivot tables) and strong PowerPoint skills.
• Working knowledge of AI tools and a real appetite to learn more.
• Excellent written English, a confident phone manner and complete discretion.

Nice to Have

• A background in recruitment, executive search or professional services.
• Exposure to an ATS/CRM (such as Vincere) and outreach tools (such as SourceWhale). Training is provided.
• Experience with Gamma AI, Canva, a website CMS and LinkedIn content for an executive.