Executive Operations Coordinator (Office of the CEO)

AF Payments Inc.; Philippines; Hybrid; PHP 600,000 - 900,000; Full time

Job summary

AF Payments Inc. is seeking an Executive Operations Coordinator to support the CEO and the Executive Leadership Team in Makati City and Pasay City.

This full-time, hybrid role focuses on ensuring high-level operational efficiency, calendar management, and coordination across departments. The role requires strong organizational skills, experience with executive communications, and the ability to manage multiple priorities in a fast-paced environment while delivering strategic support to

Qualifications

• Bachelor's degree in Business Administration, Management, Communications, or related field.
• 3+ years in Executive Assistant/Chief of Staff or equivalent role.
• Experience supporting CEO/Executive Leadership in fast-paced environments.

Responsibilities

• Draft and edit emails, memos, and communications for the CEO.
• Provide Board of Directors support and meeting coordination.
• Coordinate with Executive Assistants and leadership teams for ad-hoc tasks.
• Plan and manage events and meetings, including planning sessions and quarterly reviews.
• Manage CEO calendar, appointments, and emails, prioritizing sensitive matters.
• Serve as primary contact among executives, staff, clients, and external partners.
• Prepare weekly, monthly, and quarterly reports and minutes; create PowerPoint decks.

Skills

Executive coordination

Email drafting

Calendar management

Communication

Stakeholder management

Time management

Education

Bachelor's degree in Business Administration or related field

Tools

MS Teams

Zoom

PowerPoint

Apple products familiarity

Job description

URGENT HIRING: Executive Operations Coordinator

Location: Makati City and Pasay City
Work Set Up: Full-time | Hybrid Work Setup

Are you highly organized, detail-oriented, and thrive in a fast-paced executive environment? We are seeking anExecutive Operations Coordinatorto support our CEO and Executive Leadership Team. This role is integral to ensuring smooth operations at the highest level of the organization.

Key Responsibilities

• Draft and edit emails, memos, communications, and other correspondences on behalf of the CEO.
• Provide Board of Directors management and meeting support, coordinating with their Executive Assistants.
• Extend ad-hoc support to the Executive Leadership Team in line with the CEO’s strategic objectives.
• Plan and execute events and meetings including weekly sessions, semi-annual strategic planning, executive meetings, and other events.
• Organize event logistics (venue, catering, equipment), coordinate invites, and track RSVPs.
• Manage and coordinate the CEO’s calendar, appointments, and emails, prioritizing sensitive matters.
• Serve as the point of contact among executives, employees, clients, and external partners.
• Prepare weekly, monthly, and quarterly reports; review and finalize Minutes of Meetings and PowerPoint presentations.
• Communicate on behalf of the CEO with department managers, clients, suppliers, and stakeholders.
• Research, prioritize, and follow up on confidential and sensitive issues requiring the CEO’s attention.
• Provide project management support, coordinating special projects across multiple departments.
• Deliver administrative and tactical support to Commercial, CA & Special Projects, Marketing, and Operations teams.
  

Functional Competencies

• Self-motivated and highly organized, who thrives in dynamic environments
• Knowledgeable in legal documents
• Strong decision-making and problem-solving abilities
• Excellent communication and presentation skills
• Strong business acumen
• High emotional intelligence and interpersonal skills
  

Education and Work Background

• Bachelor’s degree in Business Administration, Business Management, Communications, or Hospitality, Tourism Management, or Law or related field
• Work experience as an Executive Assistant, Chief of Staff in Rail or transportation industry, Personal Assistant or similar role for at least three (3) years
• Familiarity with office gadgets, social technologies (e.g. MS Teams, Zoom), business applications and Apple products
• Proven ability to manage multiple priorities in a fast-paced, high-pressure environment
• Experience in project management or operations is a strong advantage
• Experience in preparing executive-level reports, presentations, and event planning.