Operations-Savvy Executive Assistant (Xero, Invoicing)

Jatro BPO; San Fernando; On-site; PHP 420,000 - 660,000; Full time

Job summary

Jatro BPO in the Philippines seeks an Executive Assistant to provide high-level administrative, operational, and financial support to the Business Owner. The role includes invoicing, supplier payments, basic bookkeeping, and maintaining financial records in Xero.

Responsibilities include calendar management, travel coordination, document preparation, and acting as the primary liaison with stakeholders, while ensuring confidentiality and professionalism.

Qualifications

• Bachelor's degree in Business Administration, Accounting, Finance, or a related field is preferred.
• Minimum of 2-3 years of experience as an Executive Assistant, Office Manager, Administrative Officer, or similar role.
• Experience using Xero or comparable cloud-based accounting software.
• Practical experience in invoicing, accounts receivable, supplier payments, and basic bookkeeping.
• Strong organizational and time management skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and collaboration platforms like Teams and Zoom.
• Discretion with confidential information and professional conduct.

Responsibilities

• Manage the Business Owner's calendar, schedule meetings, and coordinate travel arrangements.
• Prepare, proofread, and manage correspondence, reports, presentations, and other business documents.
• Serve as the primary point of contact between the Business Owner and internal or external stakeholders.
• Prepare and issue customer invoices, monitor accounts receivable, and follow up on outstanding payments.
• Process supplier payments and maintain accurate financial transaction records.
• Maintain and update financial records in Xero, including invoices, expenses, bank reconciliations, and payroll-related entries.
• Assist with basic bookkeeping and ensure financial information is accurate and up to date.
• Monitor cash flow and prepare simple financial reports to support business decision-making.
• Coordinate meeting logistics, prepare agendas, record meeting minutes, and track action items.
• Organize and maintain confidential files, records, and business documentation.
• Track key deadlines and proactively ensure commitments and deliverables are completed on time.
• Conduct research and provide administrative support for business initiatives and special projects.
• Act as the Business Owner's operational liaison by facilitating day-to-day business activities, while not having authority to approve/sign legally binding documents.

Skills

Attention to detail

Communication skills

Time management

Discretion

Problem solving

Multitasking

Collaboration

Adaptability

Education

Bachelor's degree in Business Administration, Accounting, Finance, or related field

Tools

Xero

Microsoft Office

Microsoft Teams

Zoom

Job description

Jatro BPO in the Philippines seeks an Executive Assistant to provide high-level administrative, operational, and financial support to the Business Owner. The role includes invoicing, supplier payments, basic bookkeeping, and maintaining financial records in Xero.

Responsibilities include calendar management, travel coordination, document preparation, and acting as the primary liaison with stakeholders, while ensuring confidentiality and professionalism.