Roles and Responsibilities
Administrative Support
- Prepare quotes, proposals, and sales contracts.
- Process purchase orders and invoices.
- Keep CRM systems (HubSpot, Salesforce, etc.) updated with customer and sales data.
- Organise calendars and schedule meetings for sales representatives.
Customer Communication
- Respond to customer enquiries via phone, email, or web.
- Follow up with leads and prospects on behalf of the Director or sales team.
- Provide basic product or service information.
- Resolve simple customer service issues to optimize the Director's time.
Sales Process Management
- Assist with pipeline tracking and sales reporting.
- Monitor sales targets and key performance indicators.
- Generate weekly and monthly reports for the Director.
- Help onboard new sales staff by coordinating tool access and documentation.
Documentation & Coordination
- Maintain sales-related materials such as brochures, case studies, and onboarding packs.
- Coordinate with the marketing team to align campaigns with the sales funnel.
- Liaise with logistics and operations to ensure smooth order fulfillment.
Core Personal Assistant Responsibilities
Diary & Schedule Management
- Organise meetings, appointments, and events for the Director.
- Send reminders and manage daily time blocks.
- Coordinate business and personal travel, including flights, accommodation, and itineraries.
Communication & Liaison
- Serve as the first point of contact: screen calls, emails, and messages.
- Draft correspondence and communications on behalf of the Director.
- Liaise with clients, suppliers, and internal staff on behalf of the Director.
Administrative Support
- Handle filing, documentation, and routine paperwork.
- Manage personal and business expenses, including petty cash and simple bookkeeping.
- Assist in preparing reports and PowerPoint presentations.
Personal Errands & Life Admin
- Arrange appointments (e.g. medical, personal services).
- Organize home repairs or coordinate family-related travel.
- Perform occasional personal errands, depending on the arrangement.
Required Experience
- Prior experience as an Executive or Personal Assistant, preferably with sales coordination exposure.
- Familiarity with CRM platforms such as HubSpot or Salesforce.
- Experience with general admin, email and calendar management, and customer liaison.
Minimum Qualifications
- Strong communication skills—both written and verbal.
- Proficiency in Microsoft Office and Google Workspace.
- Excellent time management and organizational skills.
Proficient With
- CRM Systems (HubSpot, Salesforce)
- Email, Calendar, and Communication Tools
- Google Workspace and Microsoft Office Suite
ShoreXtra Perks
- Day 1 HMO Coverage
- Dayshift schedule
- Fixed weekends off
- Game lounge access
- Free and unlimited barista-style coffee
- Free parking and shuttle services
Job Type: Full-time
Benefits:
- Health insurance
- Opportunities for promotion
- Paid training
- Transportation service provided
Ability to commute/relocate:
- Angeles City: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):
- Can you work onsite in Clark, Pampanga?
Experience:
- Administrative: 3 years (Required)
- Accounting: 2 years (Preferred)
- Executive Assistant: 3 years (Preferred)
- Appointment Setting: 2 years (Preferred)
Work Location: In person