Executive Administrator (Operations Manager)
Manila, Philippines · APAC · Hybrid · Posted Oct 5, 2026
At a glance
- Workplace
- Hybrid
- Location
- Manila, Philippines · APAC
About the role
- We are seeking a proactive, highly organised Executive Administrator / Operations Manager to join our agency.
- This role sits at the intersection of data, finance, resource planning and studio logistics: you will own mandatory management information reporting and project data, ensure completed work is uploaded to client systems, manage billing and supplier payments, mobilise logistical support for the studio and project teams, and manage day-to-day resource coordination.
Responsibilities
- Own creation of mandatory reports ensuring accuracy, timeliness and version control.
- Maintain the monthly time/credit-tracking system with Clients, reconcile credits and escalate discrepancies.
- Aggregate and validate data from timesheets, project trackers and QBR inputs; consolidate into executive-ready reports and dashboards.
- Build and maintain standard templates, trackers and dashboards to automate and speed reporting.
- Maintain resource plans and capacity trackers.
- Coordinate schedules with Recruitment and provide timely headcount/forecast data to support hiring.
- Manage onboarding logistics for new hires and contractors and ensure timesheet compliance.
- Upload completed work and deliverables to Client platform and other client content systems according to client naming conventions, metadata and QA requirements.
- Prepare and submit client invoices and supporting documentation; ensure invoices are aligned with POs and project records.
- Coordinate co‑working space arrangements, travel logistics, visa support, and team gatherings.
Requirements
- The ability to effectively and proactively manage and coordinate with Studio leads, account management, finance
- Proficient in Microsoft Office and other related software.
- Full-time availability is required.
- Proficient in English, both written and spoken.
- Familiarity with office equipment such as printers and scanners.
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
Preferred qualifications
- Prior experience in accounting/administration within an advertising agency is a plus.
- Passion for and inquisitive about AI and new technologies
- Understanding and knowledge of AI tools is beneficial, but ability to learn and digest benefits and features of AI tools is critical
Workplace
- Hybrid workplace model
Skills
- Microsoft Office
