Executive Operations Lead: AI-Savvy EA & Systems Architect

Hireflex Group; Philippines; On-site; PHP 3,903,000 - 5,204,000; Full time

Job summary

Hireflex Group is seeking an Executive Assistant to run the operational side of a boutique Australian firm. You will support the director, oversee recruitment operations, marketing, proposals and the firm’s systems, including AI tools.

This high-trust role requires discretion and strong organisational skills. Reporting to the Director, you will manage inboxes, diaries, proposals, dashboards and client events, with emphasis on accuracy and efficiency.

Qualifications

• 5+ years supporting a business owner or senior executive.
• Excellent written English and discretion.
• Experience with AI tools and fast-paced environments.
• Advanced Word/Excel and PowerPoint proficiency.

Responsibilities

• Executive Support: manage inbox, diary, agenda, and client coordination.
• Recruitment Operations: ATS records, onboarding, timesheets, reporting.
• Projects/Systems/AI: SOPs, action trackers, AI tool adoption.
• Events & Business Ops: plan client events and provide operational support.

Skills

Executive Assistant

Operations Coordinator

Word

Excel

PowerPoint

AI tools knowledge

Discretion

Written English

Tools

Vincere ATS/CRM

SourceWhale

Gamma AI

Canva

Website CMS

Job description

Hireflex Group is seeking an Executive Assistant to run the operational side of a boutique Australian firm. You will support the director, oversee recruitment operations, marketing, proposals and the firm’s systems, including AI tools.

This high-trust role requires discretion and strong organisational skills. Reporting to the Director, you will manage inboxes, diaries, proposals, dashboards and client events, with emphasis on accuracy and efficiency.