Executive Coordinator

Hammerjack Pty Ltd; Philippines; Hybrid; PHP 614,000 - 837,000; Full time

Benefits offered by this job

Healthcare on day one

Performance bonuses

Paid time-off with cash conversion

Group life insurance

Team events and activities

Job summary

MicroSourcing seeks an Executive Coordinator to support the CEO, CCO, and GM-PH with calendar management, travel planning, and confidential document handling in a dynamic hybrid environment in Parañaque City.

The role requires strong English communication, advanced MS Office skills, and the ability to synchronize priorities across time zones, including US hours. Growth opportunities, healthcare, and performance bonuses are offered.

Qualifications

• Bachelor's degree in Business Administration, Tourism, Management, or related field.
• Proven experience as an Executive Assistant or Administrative Assistant, ideally supporting C-level executives.
• Advanced proficiency in Microsoft Office 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint, OneDrive).
• Working knowledge of project management concepts; formal certification not required.
• Excellent written and verbal English communication skills.
• Strong organizational skills, attention to detail, and discretion with confidential information.
• Ability to manage multiple executives with conflicting priorities and coordinate across time zones, including some US-hours overlap.

Responsibilities

• Calendar & Schedule Management: Maintain calendars for CEO, CCO, and GM-PH; prioritize and resolve conflicts; protect focus and travel time; prep executives.
• Travel & Itinerary Coordination: Plan and book domestic and international travel end-to-end; manage visas, accommodations, transport, and expenses.
• Meeting & Engagement Organization: Schedule leadership meetings; prepare agendas/materials; capture minutes and action items; drive follow-through.
• Document Handling & Preparation: Prepare, format, and manage confidential documents and presentations; maintain organized records.
• Inbox & Communication Gatekeeping: Screen and prioritize emails and invitations; liaise with internal teams and external stakeholders.
• Project & Task Coordination: Track action items; apply PM principles; ensure deliverables stay on schedule.
• Office & Administrative Support (Future State): Support on-site setup; manage supplies, vendors, visitors, and events.

Skills

Scheduling

Executive support

Travel coordination

Time zone coordination

English communication

Organizational skills

Professional liaison

Education

Bachelor's degree in Business Administration/related field

Tools

Microsoft Office 365

Outlook

Teams

Word

Excel

PowerPoint

SharePoint

OneDrive

Job description

Discover your 100% YOU with MicroSourcing!

Position: Executive Coordinator

Work setup: Hybrid | Shifting

Location: Harton, Parañaque City

Why join MicroSourcing

You'll Have

• Competitive Rewards: Enjoy above-market compensation, healthcare coverage on day one, plus one or more dependents, paid time-off with cash conversion, group life insurance, and performance bonuses
• A Collaborative Spirit: Contribute to a positive and engaging work environment by participating in company-sponsored events and activities.
• Work-Life Harmony: Enjoy the balance between work and life that suits you with flexible work arrangements.
• Career Growth: Take advantage of opportunities for continuous learning and career advancement.
• Inclusive Teamwork: Be part of a team that celebrates diversity and fosters an inclusive culture.

Your Role

Key Responsibilities

• Calendar & Schedule Management: Own and maintain the calendars of the CEO, CCO, and GM-PH. Filter, prioritize, and resolve scheduling conflicts, protect focus and travel time, and ensure each executive is prepared for what is next.
• Travel & Itinerary Coordination: Plan and book domestic and international travel end to end, including flights, accommodations, ground transportation, visa requirements, and detailed itineraries. Adjust plans quickly when changes arise and reconcile related expenses.
• Meeting & Engagement Organization: Organize executive and leadership meetings by coordinating schedules, preparing agendas and materials, capturing minutes and action items, and driving follow-through to completion.
• Document Handling & Preparation: Prepare, format, and manage confidential documents, reports, and presentations. Maintain organized and easily retrievable records while handling sensitive information with strict confidentiality.
• Inbox & Communication Gatekeeping: Screen, filter, and prioritize incoming communications and calendar invitations. Flag matters requiring executive attention and act as a professional liaison to internal teams and external stakeholders.
• Project & Task Coordination: Track action items and initiatives across the executives, apply project management principles to keep deliverables on schedule, and proactively follow up with owners.
• Office & Administrative Support (Future State): Should an on-site setup be introduced in the future, assist with day-to-day office and administrative needs, including supplies, vendors, visitor coordination, and team events.

Required Qualifications

• Bachelor's degree in Business Administration, Tourism, Management, or a related field.
• Proven experience as an Executive Assistant or Administrative Assistant, ideally supporting C-level executives. BPO industry experience is a strong advantage.
• Advanced proficiency in Microsoft Office 365, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and OneDrive.
• Working knowledge of project management concepts; formal certification is not required.
• Excellent written and verbal English communication skills.
• Strong organizational skills, keen attention to detail, and sound judgment when handling confidential information.
• Ability to manage multiple executives competing priorities and coordinate across time zones, including some overlap with US hours.

Preferred Qualifications

• Experience supporting multiple executives simultaneously.
• Background in a BPO, shared-services, or multinational environment.
• Familiarity with travel and expense management and collaboration tools.
• Prior experience in office administration or events coordination.

About MicroSourcing

With over 9,000 professionals across 13 delivery centers, MicroSourcing is the pioneer and largest offshore provider of managed services in the Philippines.

Our commitment to 100% YOU

MicroSourcing firmly believes that our company's strength lies in our people's diversity and talent. We are proud to foster an inclusive culture that embraces individuals of all races, genders, ethnicities, abilities, and backgrounds. We provide space for everyone, embracing different perspectives, and making room for opportunities for each individual to thrive.

At MicroSourcing, equality is not merely a slogan - it's our commitment. Our way of life. Here, we don't just accept your unique authentic self - we celebrate it, valuing every individual's contribution to our collective success and growth. Join us in celebrating YOU and your 100%!

For more information, visit https://www.microsourcing.com/

• Terms & conditions apply