The Assistant Business & Operations Manager is responsible for providing comprehensive support to the Vice President, the Executive Team and managing the organization’s office operations, including working remotely with various teams in different offices. The Assistant Business & Operations Manager is also responsible for providing support to other members of the Management Team as required. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
Complete a broad variety of administrative tasks that facilitate the VP and Executive Team’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the management team, some of which may have organizational impact.
Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the VP, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect organization policy.
Work closely with the VP to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the VP updated. Anticipate VP’s needs in advance of meetings, conferences, etc.
Coordinate Executive Team meetings and retreats and assist with staff meetings and events as needed.
Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
Provide calendar management for the VP. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Provide leadership to all levels of the organization, to meet their current and future information needs. Prepare budget recommendations.
Provide event management support as requested.
Provide hospitality to all guests and help to create a welcoming environment.
Other projects/duties as assigned for the overall benefit of the organization
At least 5 years of working experience including experience in working in multinational organization.
Experience in collecting data and information from multiple teams and multiple offices (cross regions) for preparing complex management reports.
Expert proficiency in Excel and good at numbers.
Experience in setting up and streamlining procedures and processes for a multinational organization.
Excellent at execution and coordination.
Ability to work independently and with good problem solving skill is a must.
Expert proficiency with Microsoft Office; ability to design and edit graphic presentations and materials.
Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications) is preferred.
Strong verbal and written communication skills.
Exceptional organizational skills and impeccable attention to detail.
High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, and business partners.
Make appropriate, informed decisions regarding priorities and available time.
Ability to complete a high volume of tasks and projects with little or no guidance.
Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
Able to maintain a high level of integrity and discretion in handling confidential information.
Excellent judgment is essential.
Ability to switch gears at a moment’s notice.
Hiring Condition:Successful completion of background checking will be required as a condition of hire.
Why Join Us?
Exposure to a variety of technologies and roles
Opportunities to learn and grow on the job
Mature company undergoing significant expansion in terms of markets and new product opportunities
Continuous R&D on new technologies
Focus on quality and streamlined processes: CMMI Level 5
Semi-flexible work schedule
Family-like work environment
No office politics
Health insurance for employee and one dependent
Free morning and afternoon snacks, refreshments, and vitamins
Salary loan benefit
Loyalty and anniversary gifts
Unit 2802B, West Tower, Philippine Stock Exchange Centre, Exchange Road, Ortigas Center, Pasig City