Senior Executive Assistant

ONIS CORPORATION; San Juan; A distancia; PHP 600.000 - 800.000; Jornada completa

Descripción de la vacante

ONIS CORPORATION is seeking a Senior Executive Assistant to provide executive and operational support to our leadership. Based in the Philippines, this fully remote role drives project execution, SOP governance, and cross-functional collaboration across key business units.

You’ll translate leadership direction into actionable tasks, maintain dashboards, and document decisions with clear ownership, while relentlessly tracking milestones and ensuring timely follow-ups for senior executives.

Formación

• 5+ years of direct experience as an Executive Assistant, Operations Coordinator, or PM support professional directly serving C-Suite, VP, or Director-level leadership.
• Multi-brand / multi-unit background in fast-paced, multi-entity structures.
• PM tool proficiency in Monday.com (or ClickUp/Asana) to build, manage and automate boards.
• Excellent written and spoken English, capable of diplomacy across management levels.
• Strong personal presence to follow up with department leaders professionally without constant supervision.
• High fluency in Google Workspace and Microsoft Office; familiarity with AI productivity tools.

Responsabilidades

• Manage company dashboards and project trackers on Monday.com.
• Translate executive direction into clearly defined tasks with owners and deadlines.
• Relentlessly track progress, dependencies, milestones, and completion dates.
• Prepare structured meeting agendas and capture decisions and action items.
• Distribute meeting minutes and maintain an organized commitments ledger.
• Provide high-level calendar management and professional correspondence.
• Gatekeep SOPs and ensure compliance before routing requests to leadership.
• Coordinate cross-functional communication across Operations, Marketing, Finance, HR, Procurement and Construction.
• Coordinate travel logistics, vendor research, and procurement support.

Conocimientos

Senior EA experience

PM tool expertise

English communication

Autonomy

Assertiveness

Tech proficiency

Herramientas

Monday.com

ClickUp

Asana

Google Workspace

Microsoft Office

AI productivity tools

Descripción del empleo

Fully remote position. The successful candidate will be based in the Philippines and will provide executive and operational support to a client based in Canada.

We are seeking a highly proactive, disciplined, and seasoned Senior Executive Assistant to directly support senior leadership in driving operational execution, cross-departmental accountability, and strategic project management. This role goes far beyond traditional administrative gatekeeping. As a central operational bridge between leadership and key business units, you will transform executive decisions into structured project workflows, rigorously track deliverables, enforce standard operating procedures (SOPs), and keep high-stakes initiatives moving forward across multiple active business units.

Key Responsibilities

1. Project Management & Accountability

Drive Task Ownership: Maintain and actively manage company dashboards and project trackers on Monday.com (and equivalent PM tools).

Workflow Translation: Convert executive direction and meeting outcomes into clearly defined, actionable tasks with assigned owners and realistic deadlines.

Proactive Oversight: Relentlessly track progress across departments, actively monitoring dependencies, milestones, and completion dates.

Risk & Bottleneck Escalation: Identify potential project friction or overdue deliverables early and flag them to leadership with proposed solutions before delays become critical.

Status Reporting: Deliver concise weekly executive status reports highlighting project velocity, key achievements, and items requiring executive decision-making.

2. Executive Support & Meeting Optimization

Executive Preparation: Prepare structured meeting agendas, aggregate relevant background materials, and prep leadership ahead of key internal and external engagements.

Actionable Documentation: Attend key operational and leadership meetings to document decisions, capture strict action items, and assign clear task ownership.

Meeting Follow-Through: Rapidly synthesize and distribute meeting minutes and action summaries, maintaining an organized tracking ledger of all active leadership commitments.

Calendar & Administrative Polish: Provide high-level administrative support, including complex calendar alignment, professional correspondence, and executive schedule management.

3. SOP Compliance & Operational Filter

Process Alignment: Serve as a gatekeeper to ensure incoming operational requests, documents, and workflows comply with established company SOPs and policies before reaching leadership.

Information Filtering: Triage routine questions, redirection requests, or incomplete submissions to the appropriate functional departments.

Process Enhancement: Continuously evaluate operational workflows to identify recurring bottlenecks, gaps, or redundancies, recommending SOP optimizations to leadership.

Documentation Maintenance: Keep company SOP repositories, guidelines, and executive decision logs organized and accessible.

4. Cross-Functional Coordination & Communication

Departmental Liaison: Function as a seamless communication hub across Operations, Marketing, Finance, HR, Procurement, and Construction.

Professional Persistence: Tactfully and assertively follow up with department managers and external stakeholders to collect status updates and resolve open inquiries.

Context Gathering: Gather necessary background data and supporting paperwork before routing complex approval requests to the executive team.

5. Administrative & Travel Logistics

Travel Coordination: Research, compare, and present cost-effective, high-convenience itineraries (flights, hotels, short-term rentals, ground transport) tailored to executive preferences.

Vendor & Procurement Research: Conduct administrative market research, request vendor quotations, prepare comparative pricing summaries, and support procurement tasks as needed.

Qualifications & Requirements

Senior Experience: 5+ years of direct experience as an Executive Assistant, Operations Coordinator, or PM support professional directly serving C-Suite, VP, or Director-level leadership.

Multi-Brand / Multi-Unit Background: Proven success working within fast-paced, multi-entity, or multi-business organizational structures.

PM Tool Expertise: Advanced proficiency in Monday.com (or ClickUp/Asana) to build, manage, and optimize project boards and task automation.

Communication Mastery: Excellent written and spoken English, capable of communicating with authority, clarity, and diplomacy across all levels of management.

Assertiveness & Autonomy: Strong personal presence to follow up with department leaders firmly and professionally without needing step-by-step executive supervision.

Technical Suite: High fluency in Google Workspace, Microsoft Office (advanced Excel/Sheets), and AI productivity tools (ChatGPT, Claude, etc.).

Performance Success Metrics

Zero Loose Ends: Every executive decision is logged, assigned, and tracked through to verified completion.

Real-Time Visibility: Monday.com project boards remain continuously up-to-date, offering leadership an accurate view of operational progress at any given time.

Proactive Escalation: Delays or blockers are flagged and addressed before hitting critical paths or deadline breaches.

Time Reclaimed for Executives: Leadership spends significantly less time managing routine task follow-ups, triaging basic inquiries, or gathering preliminary context.