Executive Assistant - Operations Support

SERVICE FIRST ASIA PACIFIC; Muntinlupa; Hybrid; PHP 600,000 - 900,000; Full time

Job summary

ServiceFirst is a world-class call center and BPO, seeking an Executive Assistant – Sales Operations to support our Director of Sales and VP of Strategic Partnerships, keeping them organized and ahead of schedule.

This hybrid role combines executive support with sales operations: managing calendars, coordinating travel, maintaining CRM data, and producing accurate, timely reports that leadership relies on to drive decisions.

Qualifications

• 3–5 years of experience as an Executive Assistant, Sales Admin, or similar senior support role.
• Experience supporting Director-level or above and cross-functional teams.
• Ability to manage multiple executives and competing priorities.
• Exceptional attention to detail with numbers, reports, and trackers.
• Strong organizational and time-management skills; meet deadlines independently.
• Proficient in Excel and/or Google Sheets (formulas, pivot tables, data cleanup).
• Willing to learn CRM, reporting, and AI tools.
• Professional, discreet in handling confidential information.
• Excellent written and verbal English communication skills.
• Comfortable in fast-paced, sales-driven environment.

Responsibilities

• Manage calendars and meeting schedules for two senior leaders.
• Coordinate scheduling and protect time for priority work.
• Prepare agendas, meeting materials, and pre-read reports.
• Take minutes and track action items to completion.
• Draft and route correspondence and presentations for executives.
• Handle confidential information with discretion.
• Book travel and coordinate itineraries for executives.
• Submit and track travel expenses and reimbursements.
• Maintain and audit sales trackers, dashboards, and reports.
• Own CRM data quality and reporting standards.

Skills

Excellent English communication

Attention to detail

Organizational skills

Time management

Cross-functional collaboration

Professional communication

Tools

Excel

Google Sheets

CRM (Salesforce-like)

Microsoft 365

Power BI

Job description

ServiceFirst is a world-class call center and BPO with strategic locations around the globe providing an elevated Customer Experience to benefit our client’s businesses with exceptional customer engagement.

While our core business is to help our partners better serve their customers, ServiceFirst will also provide reduced labor and operational costs, a diversified footprint for business reliability, and an innovative entrepreneurial culture – all to attain corporate performance objectives as our partners trusted advisor and preferred business partner.

We are looking for an Executive Assistant – Sales Operations to provide direct support to our Director of Sales and VP of Strategic Partnerships, keeping both executives organized, informed, and ahead of schedule.

This is a hybrid role: part executive assistant, part sales operations support. You will manage calendars, meetings, and follow-throughs for two senior leaders, while also owning the accuracy of our sales trackers, CRM records, and recurring reports. The work is deadline-driven and highly visible — leadership makes decisions based on the numbers you prepare, so accuracy and consistency matter more than anything else in this role.

The majority of work will come from the Director of Sales. The VP of Strategic Partnerships will occasionally make requests directly, and these take priority. When a VP request displaces something already in progress, you are expected to say so and re-confirm the new timeline rather than let the original deadline slip quietly.

If you are the type who catches the one wrong figure in a spreadsheet, keeps a tracker current without being reminded, and can hold your own with senior stakeholders, this role is for you.

This role is a coordination and support function. It does not carry a sales quota, and does not involve prospecting, pitching, or lead generation.

Key Responsibilities:

Executive Support

• Manage the calendars and meeting schedules of the Director of Sales and VP of Strategic Partnerships
• Coordinate scheduling between both executives, resolving conflicts and protecting time for priority work
• Escalate promptly when a reprioritized request affects an existing deadline, and confirm the revised timeline in writing
• Prepare agendas, meeting materials, and pre-read reports ahead of leadership and sales meetings
• Take minutes during meetings, then track action items to completion and follow up with owners
• Draft, review, and route correspondence, presentations, and internal communications on behalf of both executives
• Handle confidential information with discretion at all times

Travel and Expense Administration

• Book and coordinate travel arrangements, accommodation, and itineraries for both executives
• Prepare, submit, and track reimbursement claims for travel and business expenses through to release
• Collect and file receipts and supporting documents, ensuring claims are complete and submitted within cut-off dates
• Maintain an expense tracker and follow up on pending or disputed claims without needing reminders
• Handle meeting logistics including boardroom bookings, calendar invites, or equipment requirements
• Coordinate and send meeting invites for client and external stakeholder meetings on behalf of the Director of Sales and VP, including scheduling across time zones
• Liaise professionally with clients and external partners on scheduling, confirmations, and rescheduling as the representative of leadership

Sales Team Coordination

• Serve as the coordination point between leadership and the Sales Managers on deadlines, submissions, and deliverables
• Schedule and organize pipeline reviews, one-on-ones, and team meetings, including logistics and documentation
• Follow up on outstanding sales submissions, updates, and requirements so nothing sits unresolved
• Support onboarding and administrative needs of new sales team members
• Provide periodic administrative support during campaign launches and US roadshows — bookings, travel and reimbursement processing, scheduling, and logistics

Reports and Trackers (Critical)

• Own and maintain sales trackers, dashboards, and recurring reports — daily, weekly, and monthly
• Consolidate data from multiple sources into a single, accurate, and readable format for leadership
• Validate every report before submission: check figures, formulas, date ranges, and totals for errors
• Flag discrepancies, missing data, and inconsistencies proactively rather than waiting to be asked
• Meet all reporting deadlines without follow-up from leadership

CRM and Data Management

• Own CRM data quality: identify and correct inconsistencies, remove duplicates, and keep lead and opportunity records accurate and reporting-ready
• Audit the CRM regularly for gaps, stale records, and inactive leads, and flag them to the Sales Managers for action
• Verify that outbound sales activities are properly logged, and follow up with the sales team where records are incomplete
• Maintain CRM standards and conventions so reporting stays consistent across the team

Qualifications:

Required

• 3–5 years of experience as an Executive Assistant, Sales Admin, or similar senior support role
• Proven experience supporting Director-level or above, working directly with senior leadership and cross-functional teams
• Experience supporting more than one executive at a time, or a demonstrated ability to manage competing priorities across stakeholders
• Exceptional attention to detail — particularly with numbers, reports, and trackers
• Strong organizational and time management skills; able to juggle competing priorities and meet deadlines independently
• Strong proficiency in Excel and/or Google Sheets (formulas, pivot tables, data clean-up)
• Demonstrated ability to learn new systems quickly — willing and able to be trained on CRM, reporting, and AI tools as the role evolves
• Confident and professional in client-facing communication, including with international stakeholders
• Excellent written and verbal English communication skills
• Professional, dependable, and comfortable in a fast-paced, sales-driven environment
• High level of discretion in handling confidential information

Preferred

• Exposure to Salesforce or any CRM platform — not required, as full training will be provided
• Experience handling travel bookings, expense reports, and reimbursement processing
• Background supporting a sales or business development team
• Familiarity with sales pipeline concepts, forecasting, and reporting cycles
• Working knowledge of Microsoft 365 (Outlook, Teams, Excel, SharePoint); exposure to Power BI or similar dashboard tools is a plus
• Exposure to AI productivity tools for drafting, summarizing, and data handling
• Experience supporting sales campaigns, events, or roadshows