Executive Operations Partner

2 weeks ago

Cebu City P, Philippines Kaptan Talent Solutions, Inc. Full time ₱300,000 - ₱480,000 per year

We're looking for a proactive Executive Operations Partner — someone who thrives on getting things done, keeping chaos in check, and helping leaders stay focused on what really matters.

This role blends administration, IT coordination, systems management, and executive assistance — perfect for someone who enjoys wearing multiple hats and building structure in a fast-moving environment.

What You'll Do

  • Own all administrative tasks – manage scheduling, travel, inbox follow-ups, and task reminders.
  • Handle IT tools and vendors – coordinate access, resolve system issues, and liaise with support teams.
  • Streamline processes – spot recurring mistakes or inefficiencies and implement long-term fixes.
  • Be an extension of the leader – match their urgency, precision, and communication style.
  • Protect the executive's time – manage priorities, calendar triage, and meeting logistics.
  • Scale operations – build SOPs, maintain CRM and project systems (Salesforce, Notion, Whiteboard), and eventually help onboard and mentor a junior admin.

Who You Are

  • A hands-on problem solver who's worked in startups or founder-led environments.
  • Someone who doesn't just take notes — you own outcomes and make things happen.
  • Detail-oriented, highly organized, and comfortable with fast-paced, high-expectation settings.
  • Tech-savvy — confident using tools like Gmail, Slack, Notion, Asana, and Google Workspace (Salesforce experience a plus).
  • Experienced in handling calendars, software accounts, task tracking, SOP documentation, and vendor coordination.

What You'll Manage from Day One

  • Inbox Management – Organize and clean up emails, follow up on pending actions, and draft responses.
  • Calendar Management – Prioritize meetings based on business value, manage schedules, and resolve time zone conflicts.
  • Vendor & IT Coordination – Manage software access, renewals, and liaise with IT or vendors for troubleshooting.
  • Project Operations – Keep Salesforce, Notion, and other project dashboards updated; ensure follow-ups and deadlines are met.
  • Recurring Administrative Tasks – Track invoices, file documents, monitor approvals, and maintain records.
  • People Operations Support – Assist with onboarding, manage system permissions, and coordinate device handoffs.

Why This Role Matters

You'll be the right hand to a high-performing executive, ensuring operations run smoothly, deadlines are met, and systems scale as the business grows. It's a unique opportunity to build operational excellence from the ground up and play a pivotal role in the company's next phase of growth.

Job Types: Full-time, Permanent

Pay: Php200, Php250,000.00 per month

Benefits:

  • Additional leave
  • Health insurance
  • Opportunities for promotion
  • Work from home

Application Question(s):

  • Do you have experience supporting executives and managing operations in a fast-paced or startup environment?
  • Are you willing to work onsite in Cebu City during the night shift?
  • How familiar are you with productivity and project management tools such as Google Workspace, Asana, Notion, or Salesforce?

Work Location: In person

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