Job Category: Administration | JR-21000
Job Location: Clark, Pampanga
Would you like to join a UK-based business where your expertise as an Executive Assistant will be fully utilised? This job is perfect for you!
Location / Shift
Clark, Pampanga – UK Shift
NOTE: You must be willing to work in the office in the above office location to apply for this position
Why will you love working with this Client?
Our client is a UK-based market-leading fire safety engineering consultancy, enhanced by in-house construction and manufacturing capabilities. Joining this organization will open up greater career opportunities for you, as it now has a growing team in the Philippines.
About The Role
This is a senior Executive Assistant role supporting the IT Director and the wider IT leadership team at the Harmony Fire group (Harmony Fire, Solidcor, Auro Technology). Alongside diary, inbox, travel, and admin support for the IT Director, you will sit across the leadership team’s meetings. You will also capture actions, log them in ClickUp, and chase senior stakeholders — including the Head of Engineering and IT Project Managers — until those actions are closed. The accountability and follow-up piece is core, not peripheral.
Beyond the core EA work, you will help run the projects the IT Director is leading: coordinating tasks across internal team members and external delivery partners (Power BI, Salesforce,e and others), chasing follow-ups, and running user acceptance testing on deliverables before sign-off. Above all, you will be an exceptional follow-up manager — nothing slips through the cracks on your watch. When core work is in good shape, there is real headroom to stretch into group-wide system documentation and supporting our AI tooling and Claude skill library.
What You’ll Do
- Manage the IT Director’s diary, inbox, and personal task list (Microsoft To Do), and provide general day-to-day administrative support
- Book and coordinate travel — flights, hotels, ground transport — and handle related logistics
- Attend Microsoft Teams meetings on behalf of the IT leadership team, review the Teams Premium auto-generated meeting notes, and extract clear actions
- Own ClickUp as the single source of truth for project actions across the IT function — assign owners, log due dates, update progress,s and close items out
- Chase team members and senior stakeholders on outstanding actions, including the Head of Engineering and IT Project Managers, escalating stuck items where needed
- Produce a weekly status report on actions across the IT function for the IT Director
- Coordinate projects the IT Director is leading — track workstreams, milestones, tasks, es and dependencies, and keep delivery moving
- Delegate tasks to internal team members and external delivery partners, chasing each item through to completion
- Support the IT Director’s work with external delivery partners (e, PowerBII and Salesforce specialists) — coordinate tasks, chase follow-ups, and help keep workstreams moving
- Run user acceptance testing (UAT) on partner and internal deliverables, log defects, and manage retest cycles before sign-off
- Support the Head of Engineering with meeting attendance and action follow-up as a secondary priority
- Join key governance meetings for the IT Project Managers as capacity allows, capturing actions and tracking them in ClickUp
- Stretch — contribute to group-wide system documentation across Harmony Fire, Solidcor, and Auro Technology: process notes, tool guides, runbook,s and team-facing reference material
- Stretch — support the build and maintenance of internal AI workflows and Claude-based tooling that extend the team’s productivity (training provided; curiosity required, not coding skills)
What You Need
- Exceptional follow-up manager — relentless, organised, and persistent. Nothing slips through the cracks on your watch; you know when to chase, when to escalate, and how to keep everyone honest on their commitments
- Forensic attention to detail — accurate on actions, dates, names, and deliverables; you spot the typo, the wrong meeting room, or the missing attendee before anyone else does
- Assertive and confident — comfortable chasing senior stakeholders and external partners repeatedly without flinching
- Excellent written English — clear, concise, professional
- Highly organised, with the discipline to keep multiple workstreams moving in parallel
- Demonstrable project coordination experience — running workstreams, tracking deliverables, and coordinating internal teams or external suppliers
- Microsoft 365 fluent — Teams, Teams Premium, Outlook, OneDrive, SharePoint, and Microsoft To Do
- Comfortable using AI tools day-to-day — Claude, ChatGPT, and Microsoft Copilot are part of how we work, used for drafting, summarising, research, and clarifying thinking
- Hands-on experience with ClickUp for project task management, or strong equivalent project management tooling (Asana, Monday, Jira)
- Reliable commitment to UK core business hours from the Philippines, with the flexibility to lean in when something urgent lands outside those hours — IT leadership work doesn’t always stop neatly a5 pmpm
- Proven discretion and trustworthiness in handling confidential information
- Previous experience supporting senior leadership in a remote, international setting
Nice To Have
- Background in IT, technology, or engineering environments
- Previous Chief of Staff, PMO, or junior project manager experience
- Direct experience supporting C-suite or senior leadership for UK or US clients
- Hands-on familiarity with enterprise platforms (Power BI, Salesforce, or similar) — enough to coordinate with delivery partners and understand what they’re building
- User acceptance testing (UAT) or QA testing experience
- A writer’s eye for clear, structured documentation — process notes, runbooks, internal guides
- Interest in building with AI tools — willing to learn how to create reusable Claude skills, prompt templates, and internal AI workflows
Negotiable Skills & Requirements
- Previous experience supporting senior leadership in a remote, international setting
- Excellent written English — clear, concise, professional
- Microsoft 365 fluent — Teams, Teams Premium, Outlook, OneDrive, SharePoint, and Microsoft To Do
- Comfortable using AI tools day-to-day — Claude, ChatGPT, and Microsoft Copilot are part of how we work, used for drafting, summarising, research, and clarifying thinking
Why join optiBPO?
optiBPO is an exciting workplace where smart, talented professionals will surround you.
These professionals support clients across Australia, New Zealand, the US, Canada, and Europe.
Moreover, this is an excellent opportunity for anyone interested in serving as a Senior Executive Assistant.
The job is within an international environment.
Perks & Benefits
- In-house medical team and HMO coverage.
- A healthy workplace promotes collaboration and creativity.
- Clear growth strategies and learning opportunities to advance your career.
Enjoy great perks and benefits, such as an in-house medical team and HMO coverage. We maintain a healthy workplace that promotes collaboration, creativity, and teamwork. In addition, we need to help you advance your career by elevating growth strategies. You will also have learning opportunities throughout your career journey with us. If you are passionate about contributing to a dynamic team, the Senior Executive Assistant role offers great career prospects at optiBPO.
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