Executive Operations Manager

2 weeks ago

Cebu City, Central Visayas, Philippines Aereach Strategic Partners Full time $104,000 - $130,878 per year
Position Summary

The organization is seeking a proactive, detail-driven Executive Assistant to support senior leadership and oversee key administrative and operational functions. This high-trust, high-impact role ensures smooth operations, effective communication, and exceptional client service. The Executive Assistant will manage executive support, communications, human resources, billing, systems management, client engagement, and event coordination.

The ideal candidate is a problem-solver who thrives in fast-paced environments, balancing strategic execution with strong client-facing skills.

Key Responsibilities

Executive Support

  • Manage complex calendars, inboxes, and competing priorities with discretion.
  • Maintain and manage key relationships, including outreach, follow-up, and task tracking.
  • Coordinate and book domestic and international travel, including flights, accommodations, visas, and contingency planning.

Communications

  • Serve as the first point of contact for clients, partners, and stakeholders.
  • Triage inquiries and route correspondence appropriately.
  • Manage intake and scheduling for prospective clients and partners.
  • Develop and maintain standardized external messaging and communication templates.

Office & Operations Management

  • Lead development and enforcement of internal policies, SOPs, and compliance protocols.
  • Oversee HR functions including recruitment, onboarding/offboarding, benefits administration, and employee records.
  • Monitor expenses, support budget tracking, vendor coordination, and operational reporting.

Billing & Hours Management

  • Refine and maintain efficient, client-centered billing workflows.
  • Ensure timely invoicing and payments in collaboration with clients.
  • Track and report billable hours accurately.

Marketing, Branding & Client Engagement

  • Uphold brand integrity across materials such as presentations and client-facing documents.
  • Manage centralized contact management systems (CMS) for accurate outreach and engagement.
  • Coordinate seasonal engagement campaigns and client appreciation efforts.
  • Support leadership with scheduling and execution of communications, including newsletters and social media.

Event Management

  • Assist in planning and executing internal and external events, including roundtables and receptions.
  • Manage logistics such as guest lists, venue coordination, and post-event follow-up.

Case Support

  • Prepare documents, collect signatures, and ensure comprehensive client communication.
  • Schedule and coordinate logistics for appointments and interviews.
  • Provide timely support to legal or project teams as needed.
Desired Qualifications
  • Bachelors degree required; advanced degree preferred in international relations, political science, or a related field.
  • Experience working with U.S. government agencies or foreign governments strongly preferred.
  • Prior experience supporting C-level executives or founders is an advantage.
  • Strong verbal and written communication skills.
  • Excellent organizational abilities and capacity to manage competing priorities.
  • Ability to handle confidential information with discretion.
  • Flexibility for occasional travel and after-hours availability.
  • Interest in global affairs, sports, or the intersection of diplomacy and international engagement.
  • International experience and foreign language proficiency are a plus.

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