Executive & Operations Coordinator

Outsourced Quality Assured Services Inc. (ISO Certified); Philippines; On-site; PHP 600,000 - 900,000; Full time

Benefits offered by this job

Hybrid work setup

Growth opportunities

Job summary

Outsourced Quality Assured Services Inc. (ISO Certified) in the Philippines is seeking a Senior Executive & Operations Coordinator to support leadership, client projects and day-to-day operations.

The role involves coordinating schedules, project administration, and effective communication across internal teams and external stakeholders. The ideal candidate thrives in fast-paced settings, manages multiple priorities with minimal supervision, and leverages AI tools to improve workflows and

Qualifications

• Experience in senior executive support, operations coordination or business support.
• Excellent verbal and written communication and multiple priority handling skills.
• Proficient with CRM systems, collaboration platforms and AI tools.
• Detail-oriented with proactive problem solving and ownership mindset.

Responsibilities

• Coordinate scheduling of calls and meetings between leadership, coaches, clients, and external stakeholders.
• Support project administration, including booking actors, coaches, facilitators, and issuing SOWs.
• Set up and manage WhatsApp groups and project communications for teams and collaborators.
• Generate reports from the CRM and help optimize workflows using AI tools.
• Format presentations and host Zoom workshops with participant management.

Skills

Senior exec support

Organizational skills

Communication

Digital tools

AI tools usage

Attention to detail

Leadership support

Tools

Insightly CRM

Zoom

PowerPoint

Job description

About Us:

Outsourced. ph is a leading ISO-certified Philippines offshore outsourcing company that provides dedicated remote staff to some of the world's leading international companies. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work environment where all staff can thrive. As an Outsourced staff member, you will enjoy a fun and friendly working environment, competitive salaries, opportunities for growth and development, work-life balance, and the chance to share your passion with a team of over 1,000 talented professionals.

Senior Executive & Operations Coordinator

We are looking for a highly organized, proactive, and tech-savvy Senior Executive & Operations Coordinator to support our leadership team, client projects, and day-to-day business operations.

This is a senior-level coordination and operational support role ideal for someone who thrives in fast-paced environments, takes ownership of responsibilities, and can confidently manage multiple priorities with minimal supervision. The successful candidate will play a key role in keeping projects, communications, scheduling, and operational workflows running smoothly while supporting both internal teams and external stakeholders.

You will work closely with leadership, coaches, clients, and project collaborators to support scheduling, project coordination, administration, and operational efficiency initiatives. We are seeking someone who is adaptable, detail-oriented, highly collaborative, and comfortable using modern technology and AI tools to improve workflows and productivity.

Key Responsibilities

• Coordinate scheduling of calls and meetings between leadership, coachees, clients, and external stakeholders
• Support project administration and coordination, including booking actors, coaches, facilitators, and issuing Statements of Work (SOWs)
• Set up and manage communication channels such as WhatsApp groups for project teams and external collaborators
• Generate and pull reports from the company CRM system (Insightly training will be provided)
• Utilize AI tools such as Claude and Gemini to improve operational efficiency, support workflow management, and create branded templates and resources
• Format PowerPoint presentations and workshop materials in line with company branding and formatting standards
• Host and support Zoom workshops, including participant management and breakout room coordination
• Provide administrative and operational support, including following up on emails, proposals, and business development activities
• Assist with LinkedIn posting coordination and company social media engagement
• Provide executive assistance support to leadership team members as needed
• Support procurement and vendor registration processes for clients, including document preparation and submission requirements

Skills & Experience

• Previous experience in senior executive support, operations coordination, project coordination, or business support roles
• Strong organizational and project coordination skills with the ability to manage multiple priorities independently
• Excellent verbal and written communication skills
• Confident using digital platforms, productivity tools, CRM systems, and virtual collaboration software
• Experience using AI tools and technology to improve operational efficiency and workflows
• Strong attention to detail, initiative, and problem-solving capability
• Comfortable supporting workshops, virtual sessions, and leadership stakeholders
• Experience within consulting, professional services, coaching, training, or client-facing environments is highly desirable

What We're Looking For

• Proactive and solutions-oriented mindset
• Strong sense of ownership and accountability
• Highly collaborative and team-oriented approach
• Adaptable, resilient, and detail-focused
• Strong time management and prioritization skills
• Comfortable operating in a fast-moving, evolving environment
• Passion for continuous improvement and operational excellence

Additional Notes:

• Hybrid work set up with the opportunity to transition to a work-from-home based on candidate preference and interview assessment
• Schedule: 8AM - 5PM Manila time

Note:

As part of our recruitment process, we conduct a background check on all hired candidates. Please ensure that all required documents are prepared and submitted promptly.