[Hiring] Executive Assistant @Manila Recruitment

Role Description

The Executive Assistant provides day-to-day operational support across purchasing, sales, and production by executing tasks, coordinating timelines, and ensuring accurate follow-ups. This role requires a highly organized, detail-oriented professional who can work with urgency in a fast-paced environment.

Duties and Responsibilities

• Purchasing & Supply Chain Execution: Execute Purchase Orders (POs) with precision and lead the daily follow-up on open orders. Ensure ETAs are accurate and alert the Purchasing Director immediately to any delays.
• Vendor & Pricing Management: Maintain and update the preferred vendor database. Ensure pricing is current across all systems and proactively research new vendors or alternative sourcing as needed.
• Sales & Financial Admin: Generate and send accurate invoices to clients. Support the Director of Sales by ensuring the CRM is clean, optimized, and reflecting the true state of the sales funnel.
• Production & Timeline Coordination: Act as the "keeper of the calendar." Maintain organization around production timelines, ensuring all stakeholders are aware of upcoming deadlines and that projects stay on track.
• Strategic Research: Conduct ad-hoc research projects—whether it’s investigating a new software tool, vetting a potential supplier, or gathering market data for the sales team.

Qualifications

• At least 3 Years of relevant work experience
• Experience in the Technology, Drone or e-commerce (built on Shopify) Industry is Advantageous.
• Proficiency in Shopify, ASANA, Quickbooks online, Pipedrive, PandaDoc and QBO are nice-to-have.
• The following Employee Analysis Framework are a must have: Urgency, Agency, Problem Solving and Prioritization
• High Agency: You take extreme ownership of your tasks. If a vendor isn’t responding, you don't just "send an email"—you pick up the phone until you get an answer.
• Organizational Mastery: You have a proven system for managing multiple moving parts. You are comfortable with project management tools and spreadsheets.
• Sense of Urgency: You understand that in sales and purchasing, time is money. You respond quickly and move projects toward the finish line with speed.
• Precision Communication: You can communicate clearly and professionally with high-level vendors and enterprise clients alike.
• Willingness to use Time Doctor for time tracking is essential for this role.

Requirements

• Job type: Permanent
• Emp type: Full-time
• Schedule: Monday - Friday, 11:00 PM to 3:30 AM PHT
• Location: Work From Home/Remote
• Industry: Aviation and Aerospace Component Manufacturing