Executive Support & Growth Operations Coordinator

Outsourcedstaff; Manila; On-site; PHP 600,000 - 1,000,000; Full time

Job summary

Outsourcedstaff is seeking a proactive Operations Coordinator / Senior EA to support the Founder and scale the business. You will manage inboxes, calendars, and materials for meetings, while coordinating CRM, finance, and project workflows.

The role requires organizing across systems and stakeholders as the team grows. You will work with HubSpot, Xero, and ProjectWorks, maintain documents in SharePoint/Microsoft 365, and ensure operational visibility and efficiency across the consulting

Qualifications

• 3–5 years in an operations coordinator, business administrator, or senior EA role within a professional services/consulting environment.
• Hands-on experience with HubSpot or similar CRM.
• Comfortable working in Xero and a project management/PSA tool (ProjectWorks a bonus).
• Proficient in Microsoft 365, including SharePoint, Teams, and Outlook.
• Strong written and verbal English communication.
• High level of ownership and accountability; able to work independently.
• Organised, detail-oriented, and reliable under pressure.
• Confident dealing with senior stakeholders and external clients.
• Comfortable in a fast-moving, growing business where the scope will evolve.

Responsibilities

• Manage inbox, email triage, and meeting scheduling for the Founder.
• Gatekeeper to the Founder’s time and calendar; handle follow-ups.
• Prepare materials for meetings, conferences, and travel; monitor channels for timely responses.
• Maintain HubSpot CRM records, meeting notes, and follow-up actions; track proposals and follow-ups.
• Support coordination of conference meetings and relationship tracking; keep the pipeline organized.
• Support onboarding logistics for new consultants and ensure visibility of tasks across the team.
• Coordinate across the consulting team; track internal action items; use Smartsheet when needed.
• Assist with expense coordination and invoice documentation; support financial admin in Xero and ProjectWorks.
• Maintain structured document management across Microsoft 365 and SharePoint; refine SOPs and templates.

Skills

Operations coordination

Executive support

HubSpot CRM

Xero

ProjectWorks

Microsoft 365

SharePoint

Communication skills

Calendar management

Documentation

Tools

HubSpot CRM

Xero

ProjectWorks

Smartsheet

SharePoint

Microsoft 365

Job description

Outsourcedstaff is seeking a proactive Operations Coordinator / Senior EA to support the Founder and scale the business. You will manage inboxes, calendars, and materials for meetings, while coordinating CRM, finance, and project workflows.

The role requires organizing across systems and stakeholders as the team grows. You will work with HubSpot, Xero, and ProjectWorks, maintain documents in SharePoint/Microsoft 365, and ensure operational visibility and efficiency across the consulting