Operations Assistant

Hammerjack Pty Ltd; Muntinlupa; On-site; PHP 446,000 - 725,000; Full time

Job summary

Hammerjack Pty Ltd is seeking an experienced Executive Assistant/Operations Coordinator to provide operational, administrative, and coordination support across global teams. The role involves calendar management, project tracking, stakeholder follow-ups, and logistics coordination to ensure timely execution of priorities.

You will work with executive leaders, coordinate with distributors and partners, and maintain records and project trackers.

Qualifications

• Bachelor's degree in Business Administration, Management, Communications, or a related field.
• At least 3 years of experience in executive assistance, project coordination, operations support, administration, or a related role.
• Strong organizational skills with ability to manage multiple priorities, deadlines, and follow-ups.
• Excellent written and conversational English with professional communication to global stakeholders.
• Experience coordinating with external parties such as vendors, suppliers, logistics providers, distributors, or business partners.
• Proactive, resourceful, and able to work independently with minimal supervision.
• Proficient in Microsoft Office, Google Workspace, and other productivity tools.
• Comfortable learning and using AI-enabled tools to improve efficiency.
• Strong attention to detail and ability to maintain records and project tracking systems.
• Dependable, adaptable, and capable of supporting both routine and dynamic projects.
• Willing to support global stakeholders and varying schedules.

Responsibilities

• Support day-to-day operational activities and project coordination across global teams and stakeholders.
• Manage calendars, emails, action items, meeting follow-ups, and administrative priorities.
• Coordinate with distributors, suppliers, logistics providers, vendors, and partners on requirements and updates.
• Track projects, monitor deliverables, and follow up on pending tasks to ensure progress.
• Assist with travel arrangements, logistics coordination, scheduling, and executive support needs.
• Maintain accurate records, project trackers, reports, and documentation for visibility and decisions.
• Identify issues or bottlenecks and elevate concerns when needed.
• Support leaders and project teams with administrative, operational, and ad hoc assignments.
• Facilitate communication across stakeholders to ensure alignment and execution.
• Utilize productivity tools and basic AI to improve workflow.

Skills

Organizational skills

English communication

Independent worker

Attention to detail

Multitasking

Education

Bachelor's degree in Business Administration/Management/Communications

Tools

Microsoft Office

Google Workspace

AI-enabled tools

Job description

Job Description

The position is responsible for providing operational, administrative, and coordination support to ensure the smooth execution of day-to-day activities, projects, and business priorities across global stakeholders. It supports executive leaders through calendar and communication management, project coordination, stakeholder follow-ups, logistics support, and operational tracking. The role serves as a key facilitator in keeping projects organized, ensuring timely execution of action items, and maintaining effective communication among internal and external stakeholders.

KEY RESPONSIBILITIES

• Support day-to-day operational activities, project coordination, and communications across global teams and stakeholders.
• Manage and monitor calendars, emails, action items, meeting follow-ups, and administrative priorities to ensure timely execution and organization.
• Coordinate with distributors, suppliers, logistics providers, vendors, and external business partners regarding operational requirements and project updates.
• Track ongoing projects, monitor deliverables, and follow up on pending tasks to ensure progress and completion within expected timelines.
• Assist with travel arrangements, logistics coordination, scheduling activities, and other executive support requirements.
• Maintain accurate records, project trackers, reports, and documentation to support operational visibility and decision-making.
• Proactively identify issues, bottlenecks, and outstanding items that require attention and elevate concerns when necessary.
• Support business leaders and project teams with administrative, operational, and ad hoc assignments that contribute to organizational objectives.
• Facilitate communication and collaboration across multiple stakeholders to ensure alignment and effective execution of projects.
• Utilize productivity tools, collaboration platforms, and basic AI applications to improve efficiency and workflow management.

QUALIFICATIONS & REQUIREMENTS:

• You must have a bachelor's degree in Business Administration, Management, Communications, or a related field.
• You must have at least 3 years of experience in executive assistance, project coordination, operations support, administration, or a related role.
• You must have strong organizational skills and the ability to manage multiple priorities, deadlines, and follow-ups simultaneously.
• You must have excellent written and conversational English skills, with the ability to communicate professionally with global stakeholders.
• You must have experience coordinating with external parties such as vendors, suppliers, logistics providers, distributors, or business partners.
• You must be proactive, resourceful, and capable of working independently with minimal supervision.
• You must be proficient in Microsoft Office, Google Workspace, and other productivity tools.
• You must be comfortable learning and using AI-enabled tools to improve operational efficiency.
• You must have strong attention to detail and the ability to maintain accurate records and project tracking systems.
• You must be dependable, adaptable, and comfortable supporting both routine administrative activities and dynamic operational projects.
• You must be willing to support global stakeholders and work schedules as required by business operations.

Work Schedule: Shifting

Work Setup: Onsite - Alabang, Muntinlupa