Executive Assistant (Business Operations Coordinator) at BruntWork

Manila, Metro Manila, Philippines -

Full Time

Start Date

Immediate

Expiry Date

18 Feb, 26

Salary

0.0

Posted On

20 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Customer Service, Sales Support, Project Management, Financial Operations, Administrative Support, Healthcare Management, Property Management, Personal Assistance, AI Proficiency, Google Workspace, Microsoft Office, DocuSign, Zoom, WeChat, WhatsApp

Industry

Staffing and Recruiting

Description

This is a remote position. Schedule: Monday to Friday, 9:00 AM–6:00 PM PST (California) Total Weekly Hours: 40 Hours Our client is a global beauty manufacturing company with 18 years of excellence, specializing in full turnkey solutions for skincare, color cosmetics, beauty tools, and product development—from concept to market. With operations across the USA, China, South Korea, and Thailand, the company delivers innovative beauty manufacturing solutions to clients worldwide. They are seeking an exceptional Executive Assistant to serve as a strategic partner to the President. This role extends far beyond administrative support—you will manage business operations, assist with sales-related tasks, support personal matters, and eventually represent the President in select business situations. This position requires someone highly organized, proactive, and capable of operating with independence across multiple time zones. Responsibilities Calendar & Schedule Management (High Priority) Monitor the President’s calendar daily and send timely reminders Create calendar invites based on instructions received via email, WeChat, or WhatsApp Coordinate meetings when CC’d on related email threads Manage scheduling conflicts and prioritize the President’s time effectively Communication & Customer Service Monitor the customer service mailbox (light volume) Triage, respond, or escalate inquiries as appropriate Track communications across various sales platforms Maintain consistent and timely follow-up Sales & Business Development Support Join sales representative recruiting calls Learn and mirror the President’s communication and decision-making style Eventually conduct independent Zoom calls with prospects Make outreach calls to new customers to gather initial information Assist with market research projects Project & Account Management Follow up on customer projects and track timelines Coordinate with Account Managers/Project Managers on project progress Send reminders to internal teams to prevent delays Ensure all customer communications remain organized and up-to-date Financial & Administrative Operations Generate customer invoices promptly Track payments and send reminders when needed Send NDAs through DocuSign and manage document status Organize spreadsheets, documents, and business records Support ad-hoc administrative tasks General Business Support Assist the President with evolving business needs Provide operational support across departments as required Healthcare Management Book, reschedule, or cancel medical appointments Property Management Support Send monthly rent invoices Track payments and follow up on outstanding balances Personal Assistance Handle remote personal tasks and ad-hoc requests Requirements Technical Skills AI-savvy (critical): Proficient with ChatGPT, Gemini, and other AI tools Advanced proficiency in: Google Workspace (Gmail, Calendar, Sheets, Docs) Microsoft Office Suite DocuSign Zoom and other video conferencing tools WeChat & WhatsApp for business Quick learner with strong adaptability to new systems Professional Competencies Exceptional organizational skills and ability to manage multiple priorities Extremely responsive with strong follow-through Hard-working, self-motivated, and proactive Professional demeanor and ability to represent leadership High attention to detail and accuracy Strong problem-solving skills and ability to anticipate needs Communication Strong English proficiency (written & verbal) — REQUIRED Excellent business writing skills Confident phone presence for clients and vendors Ability to adopt the President’s communication style Personal Attributes High emotional intelligence, discretion, and integrity Independent working style with strong judgment Growth mindset and willingness to take on increasing responsibility Cultural awareness for working with global teams Performance Expectations Submit daily work reports with tasks, pending items, and next-day priorities Respond to messages within the agreed-upon timeframe (e.g., within 2 hours during business hours) Maintain 99%+ accuracy in scheduling, invoicing, and documentation Proactively identify and resolve issues Provide ongoing suggestions for process improvements Growth Opportunity The right candidate will: Progress from task execution to strategic decision-making Eventually represent the President in sales calls and meetings Develop deep industry knowledge in beauty manufacturing Potentially grow into operations management or business development roles Independent Contractor Perks HMO coverage (eligible locations) Permanent work-from-home arrangement Immediate hiring ZR_29775_JOB

Responsibilities

The Executive Assistant will manage the President's calendar, assist with sales-related tasks, and support personal matters. This role also involves representing the President in select business situations and managing various business operations.