Admin & Operations Executive Assistant
Position Type: Full Time
Location: Philippines (Remote)
Schedule: Monday to Friday, 9:00 AM to 6:00 PM CET
About the Company
Our client is a global retailer specializing in spare parts for medical and mobility equipment. Since 2019, they have been supporting healthcare professionals worldwide by providing fast, reliable access to high-quality, regulation-compliant components. Known for their exceptional customer service, competitive pricing, and efficient logistics, they are committed to delivering a seamless experience for both customers and team members.
About the Role
As an Admin & Operations Executive Assistant, you will be the right hand to the founder and a key force behind the smooth functioning of day-to-day operations. Your mission is to ensure workflows run efficiently, customer inquiries are handled promptly, and critical business processes are executed with precision. This role is essential in maintaining operational excellence, supporting business growth, and enabling the founder to focus on high-impact initiatives.
Responsibilities
Administrative Assistance:
- Manage a high volume of emails, particularly new customer inquiries and quotation requests.
- Coordinate with suppliers to gather pricing and ensure prompt responses.
- Prepare and send quotations, proforma invoices, sales orders, purchase orders, and order confirmations.
- Follow established processes and flowcharts for customer interactions and order fulfillment.
- Maintain and update weekly spreadsheets and other administrative documentation.
Logistical Coordination:
- Support the coordination of logistics with our outsourced fulfillment partner.
- Generate and manage shipping labels via platforms such as SendCloud (for UPS, DHL, etc.).
Personal & Executive Support:
- Provide direct assistance to the founder, including scheduling appointments and completing light personal errands when needed.
- Proactively anticipate needs and take initiative to simplify the founder’s day-to-day life.
Competencies and Qualifications
Must-Have
- At least 5 years of recent and relevant experience in an administrative or operational support role within a commercial business, ideally one dealing with physical product sales.
- Proven experience preparing quotations, proforma invoices, purchase and sales orders, and order confirmations.
- Experience working with a Western CEO or executive.
- Background in a B2B environment.
- Skilled in managing and prioritizing high-volume email correspondence.
- Excellent written and verbal English communication skills.
- Strong command of Microsoft Office Suite (Excel, Word, Outlook).
- Able to work autonomously, take initiative, and manage tasks without micromanagement.
- Committed to providing responsive and professional customer service.
- Strong ability to juggle multiple tasks in a fast-paced setting.
- Diligent in following established procedures and documentation workflows.
- Quick to identify issues and propose effective solutions.
- Comfortable handling significant workloads and competing deadlines.
- Prompt and reliable in communication and task execution.
Nice-to-Have
- Bachelor’s degree in a business-related field preferred.
- Experience with calendar oversight and managing scheduling conflicts.
- Familiarity with processing invoices or reviewing financial documents.
- Basic understanding of medical technology terminology and product categories.
- Experience with the following:
- Microsoft Office Suite (Excel, Word, Outlook)
- Customer support/ticketing systems (e.g., Freshdesk)
- ERP systems
- Project management tools (e.g., ClickUp, Notion)
- VPN tools
- Team collaboration tools (e.g., Slack)
- AI tools (e.g., ChatGPT)
- Cloud storage (e.g., OneDrive, Dropbox)
- Shipping label platforms (e.g., SendCloud)
What We Offer
- 100% Remote Work
- 13th Month Pay
- Healthcare (HMO)
- Comprehensive Fringe Benefits package
- Paid Service Incentive Lead (SIL)
- Paid Philippines Holidays
- Free Learning and Development Programs
Application Process
We understand that searching for a new job can be challenging, and we’re here to support you every step of the way. Our goal is to make the process as transparent and respectful as possible.
Typically, the interview process includes a Recruiter Interview, Client Interview, and Practical Test, but this may vary depending on the role. Throughout each stage, we’ll keep you informed and provide feedback as quickly as we can, ensuring you feel valued and supported throughout your journey with us.
Job Type: Full-time
Pay: Php70,000.00 - Php85,000.00 per month
Benefits:
- Work from home
Schedule:
- 8 hour shift
- Evening shift
- Monday to Friday
Supplemental Pay:
- 13th month salary
Experience:
- working in a B2B company: 1 year (Required)
- working with a Western CEO: 1 year (Required)
- Admin or Executive Assistant: 5 years (Required)
Work Location: Remote