Executive Assistant

Join Our Professional Community: Forge Connections, Shape Futures, Together, Powering Businesses Worldwide
Are you ready to be part of a professional community that's powering businesses globally to save, grow and transform? Do you want to work with innovative technology, alongside talented professionals who share your passion for excellence? Look no further - hammerjack has the perfect opportunity for you

About Us
At hammerjack, we're not just another outsourcing company - we bring together skilled professionals from the Philippines with businesses worldwide, leveraging expert operations and the latest technology to create connections that empower our community. Our mission? To improve lives by fostering meaningful professional relationships and driving success on a global scale.

Our Impact
Over the years, we've built workplaces that empower employees to thrive, contributing in meaningful ways to the success and culture of companies around the globe. With our focus on professional services and our people-first culture, hammerjack has become a trusted partner for businesses and professionals alike, humanizing the outsourcing industry one connection at a time.

Role: Executive Assistant
Location: Makati | Hybrid — 2x a week onsite
Job Overview
We are seeking a highly organised and proactive Executive Assistant to support our accounting practice. This role provides a combination of executive support, operational and organizational support, compliance, financial and marketing.

Duties And Responsibilities
Executive Support and Calendar Management

• Create clear daily and weekly to-do lists for the Founder, prioritizing what matters most.
• Manage incoming and outgoing correspondence, including mail, phone calls, and emails.
• Draft high-impact correspondence, proposals, and client communications, including board communications, internal announcements and client-facing documents.
• Maintain reminders, follow-ups and ensure all personal and professional commitments are organized.
• Assist with preparing presentations, reports, and documentation, including but not limited to executive briefing materials, pre-meeting agendas, background notes and follow-up summaries.
• Provide high-level administrative support to the Founder in all aspects of setting up new business ventures.
• Handle personal and family-related logistics when required, including travels, appointments, or scheduling personal obligations while ensuring professional boundaries.

Technical Support

• Maintain and manage practice databases and filing systems (Google Drive, Dropbox, etc.)
• Oversee account access, security compliance, software updates, and user transitions.
• Provide general technical support across core platforms, including Deputy, Stripe, MindBody, Gmail, Microsoft 365, Dropbox, AWS, and Cloudflare.
• Support integrations between tools and troubleshoot technical issues as they arise.

Operational Support
— Core Business 1

• Liaise with Studio Manager regularly via email and phone to stay across daily operations
• Manage the Founder's calendar, ensuring weekly meetings with the Studio Manager are scheduled and updated.
• Provide and share weekly summaries highlighting key studio updates, issues, and priorities.
• Support the planning and coordination of studio events, maintenance activities, and internal communications as needed.
• Identify opportunities for process improvement and help implement streamlined administrative workflows.

Operational Support
— Core Business 2

• Provide recruitment assistance as needed, including coordination and administrative support.
• Contribute to project management activities and ensure timely follow-through on deliverables.

Marketing

• Schedule, publish, and manage social media content using Planoly or similar platforms.
• Assist in creating and refining marketing materials, templates, and newsletters through Flodesk.
• Support content development by leveraging AI tools for copy, visuals, and campaign ideas.
• Maintain a marketing calendar outlining planned posts, newsletters, and promotional campaigns.
• Contribute to lead generation initiatives and audience engagement strategies.

Financial and Accounting

• Liaise with the Australian Taxation Office (ATO) on behalf of accountants and clients for various matters such as payment arrangements, interest remission requests, and compliance queries.
• Assist with the preparation and lodgement of ASIC forms, annual reviews, and company changes.
• Track personal and business-related expenses and payments.
• Prepare, review, and process client billing, invoices and general financial administration.
• Collaborate with Accountants in managing expense reports, reimbursements, budget tracking using Xero.
• Generate financial reports and assist with monthly or quarterly billing reviews.

General Office & Compliance Support

• Ensure client data and communications are handled in accordance with privacy and confidentiality standards.
• Support internal compliance and quality control processes.
• Contribute to process improvement initiatives to enhance administrative efficiency.

Qualifications

• Bachelor's degree in Business Administration, or a related field.
• 4-5 years of experience in executive management, administrative support supporting the Executive with multiple businesses.
• Good knowledge of Australian accounting and compliance practices, including ATO and ASIC procedures.
• Familiarity with Xero and Microsoft Office Suite (Outlook, Excel, Word).
• Experience with document management and practice workflow systems.
• Excellent written and verbal communication skills with a professional client-facing manner.
• Strong organisational and time management skills; ability to manage multiple priorities.
• High attention to detail, accuracy, and confidentiality in handling financial information.
• Collaborative team player with the ability to work independently when required.

What's In It For You

• Flexibility: Work hybrid (remotely and from one of our inspiring offices) and enjoy a better work-life balance
• Inspiring Workspaces: Our offices are strategically located and designed to fuel your best work.
• Free Unlimited Barista Coffee and Booze: Enjoy refreshments from our cafe and beverage bar.
• Dynamic Open Spaces: Conducive for productivity and creativity.
• State-of-the-Art Security: Ensuring your safety and peace of mind.
• Game Rooms: Take a break and unwind with our recreational facilities.
• Competitive Compensation: Your talents deserve to be rewarded We help you negotiate with our clients.
• Professional Growth: Access to ongoing training and development opportunities to help you reach your full potential.
• A Supportive Community: Join a diverse and inclusive team that's dedicated to your success.
• Global Impact: Be part of something bigger and make a difference on a global scale.

Ready to Make a Difference?
If you're ready to join a dynamic team and be part of something truly special, we want to hear from you Apply directly on this job ad, and let's forge a brighter future together

hammerjack is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.