Executive Assistant (BC0001)

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 UsAt 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 ImpactOver 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 AssistantLocation: Makati | Hybrid — 2x a week onsiteJob OverviewWe are seeking a dynamic Executive Assistant with an accounting background to support Benjamin, the Founder of multiple entities. The nature of the role is primarily executive support, encompassing both operational and financial diligence. This position requires exceptional follow-through, persistent task management, and the ability to proactively identify and complete items across a fast-paced, multi-venture environment.Duties And ResponsibilitiesExecutive Support and Calendar ManagementMaintain up to date calendar and action items, with initiative taken and communication carried out regarding what is scheduled, completed or outstandingProactively capture action items from conversations, emails and meetings, ensuring comprehensive task completionMaintain a comprehensive task tracking system with persistent follow-up until completion, escalating blockers immediatelyAnticipate needs and take initiative without waiting for explicit instructions, whilst confirming approach on critical decisionsServe as the operational memory across multiple ventures, tracking commitments, deadlines and obligationsDelegate and manage incoming and outgoing correspondence including emails (personal and business), phone calls and postal mailReview correspondence if drafted by the Founder, or draft correspondence where directed, including but not limited to presentations, emails, reports, internal communications and client-facing documentsMinute meetings where appropriate and distribute actionable summariesProvide high-level administrative support to the Founder in all aspects of setting up new business venturesHandle personal and family-related logistics when required (including travel and appointments), while maintaining professional boundariesTechnical SupportContinually manage and maintain all databases and filing systems including Dropbox, Google Drive, Gmail and other platformsOversee account access, security compliance, software updates and user transitionsProvide technical support across core platforms including Deputy, Stripe, MindBody, Gmail, Microsoft 365, Dropbox, AWS and CloudflareSupport integrations between tools and troubleshoot technical issuesOperational Support Act as a central coordination point across multiple businesses, ensuring continuity when the Founder shifts focus between venturesIdentify and pursue incomplete tasks or projects requiring attention, maintaining momentum independentlyLiaise with General Managers and third parties regarding outstanding tasks and regular operationsSupport planning and coordination of events, maintenance activities, projects, recruitment and internal communicationsMaintain streamlined calendar management across multiple business entitiesProvide weekly summaries highlighting key business updates, issues and prioritiesIdentify opportunities for process improvement and implement streamlined workflowsFinance and AccountingOversee and reconcile financial activities across entities whilst collaborating with bookkeepers and accountantsDemonstrate deep understanding of Microsoft Excel and Xero for financial administrationExecute journal entries and maintain accurate bookkeeping recordsGenerate financial models, reports and assist with monthly and quarterly reviewsCollaborate with accountants in managing expense reports, reimbursements and budget trackingLodge items directly with the Australian Taxation Office (ATO) and manage payment arrangements, interest remission requests and compliance queriesPrepare BAS statements and assist with ASIC forms, annual reviews and company changesCommunicate with third-party research and development accounting organisationSupport payroll processing and related financial administrationMarketing SupportMaintain comprehensive marketing calendar outlining planned posts, newsletters and promotional campaignsExecute marketing initiatives and support campaign coordination across business channelsCoordinate content creation and distribution schedulesGeneral Office & Compliance SupportEnsure 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.QualificationsBachelor’s degree in Business Administration, Accounting or a related fieldRegistered tax agent by Australian standards and regulations4-5 years of experience in executive management and administrative support, especially in a setting with multiple entitiesDemonstrated ability to work with dynamic, fast-moving executives who balance multiple priorities simultaneously (including across multiple time zones and business contexts)Strong knowledge of Australian accounting and compliance practices, including ATO and ASIC proceduresProficiency and intuitive software capability with Xero, Microsoft Office (Outlook, Excel, Word) and Adobe suites, with commitment to continuous upskillingExperience with project management and workflow system implementationSelf-starter who takes initiative and maintains momentum without constant supervisioExceptional ability to track and follow through on multiple parallel workstreamsStrong pattern recognition skills to anticipate needs and identify gaps before they become issuesExcellent written and verbal communication skills with professional client-facing mannerStrong organisational and time management skills with ability to manage multiple prioritiesHigh attention to detail, accuracy and confidentiality in handling financial informationAbility to thrive in fast-paced environment with willingness to learn new systemsCollaborative team player with ability to work independently when requiredWhat's In It For YouFlexibility: 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.