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Executive & Operations Assistant

Job Description

We are seeking an organized, proactive Virtual Assistant to provide administrative and operational support to our Managing Director and management team.

This role focuses on execution, documentation formatting, calendar management, and maintaining operational lists. The ideal candidate thrives when given structured tasks, SOPs, and clear instructions, ensuring daily business operations run smoothly while leadership is on-site or in transit.

Job Title

  • Executive & Operations Assistant

Work Schedule
  • Day Shift
Job Qualifications/Requirements

  •  Experience: 2+ years as an Executive Assistant, Virtual Assistant, or Administrative Assistant.

  • Tools: Proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Word, Excel, OneNote). Basic exposure to Simpro or field-service management software is a plus.

  • Work Style: High attention to detail, strong written English communication, and ability to follow documented processes accurately.

Job Responsibilities
  • Executive Support & Calendar Triage
    •  Inbox & Calendar: Monitor incoming emails, flag urgent client inquiries, and maintain the MD’s schedule to prevent booking conflicts.
    • Meeting Prep & Notes: Format meeting invites (including recording disclaimers), record meeting notes or transcribe audio, and format action lists for team follow-up.
    • Daily Summaries: Prepare daily task summaries for the MD regarding calendar status and pending actions.
  • Documentation & Knowledge Management
    • SOP Formatting: Convert screen recordings or raw transcripts provided by management into clean, formatted written checklists and Word documents.
    • Filing & Version Control: Organize project photos, customer records, and files cleanly in SharePoint, OneDrive, and Teams using established filing structures.
  • Operational & HR Administration
    • Compliance Record Entry: Monitor contractor/supplier compliance expiry dates (licenses, White Cards, insurances) in Simpro based on established checklists.
    • HR Tracking: Maintain employee training registers, track license renewal dates, and assist with interview scheduling and onboarding document collection.
    •  Basic Web Updates: Perform simple text or photo updates on WordPress using step-by-step instructions.

To Apply, please create your profile at app.wrkpod.com for your application as this is part of the new application process, and click this link for the job details: here

All successful applicants will be stationed in our office at DUMAGUETE CITY, TANJAY CITY, BACOLOD CITY, CEBU CITY, OR ILOILO CITY.

Good luck and God Bless!