Executive Assistant / Document Controller – Admin & HR Support

Work arrangement: Work from home

About the role

We are looking for a highly organized and reliable person to work closely with the CEO and provide daily executive, administrative, document-control and HR support. This is a trusted position requiring discretion, accuracy, initiative and consistent follow-up. The successful candidate must be comfortable handling confidential company and employee information while supporting several ongoing projects.

Key responsibilities

• Provide executive and administrative support to the CEO and assist with daily operational and administrative tasks
• Manage schedules, meetings, reminders and follow-up actions
• Prepare correspondence, reports, presentations and meeting minutes
• Organise online meetings and maintain action lists
• Follow up with employees, contractors, suppliers and other project parties
• Monitor deadlines and ensure assigned tasks are completed
• Create and maintain an organised electronic filing system
• Register, file and distribute contracts, drawings, reports, invoices, correspondence and project documents
• Maintain document registers, revision histories and approval records
• Maintain employee and freelancer records and assist with recruitment, interview scheduling and applicant communication

About you

• Relevant experience as an Executive Assistant, Document Controller, Administrative Assistant or HR Administrator
• Excellent organisational and time-management skills
• Strong written and spoken English
• Proficiency with Microsoft Office, Google Workspace and online filing systems
• Able to manage several priorities and follow up without continuous supervision
• Careful attention to detail and a high level of accuracy
• Reliable internet connection and a suitable home-working environment
• Professional, trustworthy and comfortable working directly with the CEO
• Willing to sign a confidentiality agreement
• Available during agreed Philippine business hours

To apply, please submit your CV, expected monthly compensation and earliest possible starting date. Include a brief explanation of your experience supporting senior management and controlling company or project documents.