Executive Operations Associate

Private Advertiser; Philippines; On-site; PHP 900,000 - 1,800,000; Full time

Job summary

Private Advertiser in the Philippines seeks an experienced Executive Operations & Project Manager to oversee strategic initiatives, track progress, and coordinate cross-functional teams. You will work directly with the COO to ensure timely delivery and effective governance.

Responsibilities include managing the COO's calendar, preparing dashboards and reports, coordinating meetings with partners and vendors, and supporting special projects with data-driven insights.

Responsibilities

• Manage and monitor all executive projects, ensuring timelines and deliverables are achieved.
• Maintain the COO's master project tracker and monitor progress across departments.
• Follow up with department heads, suppliers, partners, and stakeholders regarding pending action items.
• Escalate project risks, delays, and issues to the COO together with recommended solutions.
• Prepare weekly executive dashboards summarizing project status, priorities, deadlines, and risks.
• Manage the COO's calendar, appointments, travel arrangements, and meeting schedules.
• Prepare daily executive briefings highlighting priorities and upcoming commitments.
• Organize executive correspondence and manage email follow-ups.
• Draft professional emails, letters, proposals, and official communications.
• Maintain confidential company documents and executive files.
• Prepare meeting agendas and presentation materials.
• Attend meetings as required and document minutes and action items.
• Ensure meeting decisions are communicated and followed through until completion.
• Coordinate meetings with business partners, suppliers, government agencies, and key clients.
• Prepare professional PowerPoint presentations for executive meetings, business reviews, investor presentations, and strategic proposals.
• Develop executive reports, dashboards, charts, and performance summaries.
• Research industry trends, competitors, and business opportunities.
• Consolidate information into concise executive summaries for decision-making.
• Coordinate with Operations, Sales, Marketing, Finance, HR, Warehouse, and Retail teams to ensure alignment on executive priorities.
• Monitor execution of company-wide initiatives and strategic projects.
• Assist in organizing company events, product launches, exhibitions, and executive meetings.
• Coordinate procurement of office and operational supplies.
• Monitor purchasing requests and vendor coordination.
• Assist in inventory release documentation and administrative tracking.
• Maintain company records and confidential documentation.
• Perform executive administrative duties as assigned.
• Maintain executive reports, trackers, and operational databases.
• Monitor accuracy of business reports and supporting documentation.
• Assist in preparing KPI reports and operational analytics.
• Utilize AI productivity tools to improve reporting, documentation, and workflow efficiency.
• Lead or coordinate strategic projects assigned by the COO.
• Support new business initiatives, expansion projects, and partnership development.
• Conduct research and prepare recommendations for executive decision-making.
• Perform other professional duties as assigned by the COO.

Job description

Executive Operations & Project Management

• Manage and monitor all executive projects, ensuring timelines and deliverables are achieved.
• Maintain the COO's master project tracker and monitor progress across departments.
• Follow up with department heads, suppliers, partners, and stakeholders regarding pending action items.
• Escalate project risks, delays, and issues to the COO together with recommended solutions.
• Prepare weekly executive dashboards summarizing project status, priorities, deadlines, and risks.

Executive Support

• Manage the COO's calendar, appointments, travel arrangements, and meeting schedules.
• Prepare daily executive briefings highlighting priorities and upcoming commitments.
• Organize executive correspondence and manage email follow-ups.
• Draft professional emails, letters, proposals, and official communications.
• Maintain confidential company documents and executive files.

Meetings & Coordination

• Prepare meeting agendas and presentation materials.
• Attend meetings as required and document minutes and action items.
• Ensure meeting decisions are communicated and followed through until completion.
• Coordinate meetings with business partners, suppliers, government agencies, and key clients.

Business Presentations & Reports

• Prepare professional PowerPoint presentations for executive meetings, business reviews, investor presentations, and strategic proposals.
• Develop executive reports, dashboards, charts, and performance summaries.
• Research industry trends, competitors, and business opportunities.
• Consolidate information into concise executive summaries for decision-making.

Cross-Functional Coordination

• Coordinate with Operations, Sales, Marketing, Finance, HR, Warehouse, and Retail teams to ensure alignment on executive priorities.
• Monitor execution of company-wide initiatives and strategic projects.
• Assist in organizing company events, product launches, exhibitions, and executive meetings.

Procurement & Administrative Support

• Coordinate procurement of office and operational supplies.
• Monitor purchasing requests and vendor coordination.
• Assist in inventory release documentation and administrative tracking.
• Maintain company records and confidential documentation.
• Perform executive administrative duties as assigned.

Data Management & Systems

• Maintain executive reports, trackers, and operational databases.
• Monitor accuracy of business reports and supporting documentation.
• Assist in preparing KPI reports and operational analytics.
• Utilize AI productivity tools to improve reporting, documentation, and workflow efficiency.

Special Projects

• Lead or coordinate strategic projects assigned by the COO.
• Support new business initiatives, expansion projects, and partnership development.
• Conduct research and prepare recommendations for executive decision-making.
• Perform other professional duties as assigned by the COO.