Executive Assistant and Operations Coordinator

We are looking for a highly organised Executive Assistant and Technical Operations Coordinator to support the Co-Founder and CTO across executive administration, client communication, meeting preparation, documentation, follow-ups, task tracking, and day-to-day operational support.

This is a client-facing support role within the technical and software side of the business. The successful candidate will attend selected client meetings, capture clear notes, track action items, coordinate follow-ups, and help keep internal workstreams organised and visible.

This is not a software developer or technical project manager role. However, the role requires someone who is comfortable working around software teams, technical discussions, project tools, and fast-moving operational priorities.

Responsibilities

• Provide executive support to the Co-Founder and CTO by managing calendars, meetings, reminders, and follow-up actions
• Prepare meeting agendas, capture accurate meeting notes, and track action items through completion
• Coordinate communication and follow-ups between leadership, clients, internal teams, and external stakeholders
• Attend client meetings, document key decisions, risks, action items, and prepare draft client updates
• Maintain project trackers, task boards, status reports, and operational documentation across active workstreams
• Support coordination of software projects by tracking tasks, owners, deadlines, and implementation progress
• Develop, maintain, and improve SOPs, checklists, templates, and internal documentation
• Organize and maintain accurate records across shared drives, project management tools, and internal systems
• Assist with recruitment coordination, onboarding activities, contractor administration, and internal reporting
• Identify process gaps, overdue tasks, and unclear ownership, then proactively follow up to ensure completion
• Coordinate travel arrangements, accommodation, transportation, meeting logistics, and itineraries for visiting executives
• Arrange bookings for meetings, restaurants, hotels, appointments, and business events within Metro Manila
• Support continuous improvement of administrative and operational processes to enhance efficiency across the business
• Maintain confidentiality and professionalism when handling sensitive business, client, and employee information
• Perform other executive, operational, and administrative duties as assigned by leadership

Requirements

• At least 3 years’ experience as an Executive Assistant, Personal Assistant, Operations Coordinator, Project Administrator, Technical Administrator, Office Administrator, or similar role
• Excellent written and spoken English
• Strong attention to detail and ability to identify gaps, inconsistencies, unclear ownership, and missing information
• Highly organised, reliable, and able to follow through on tasks
• Comfortable attending client-facing meetings and supporting professional communication
• Able to work remotely with minimal supervision
• Able to manage multiple priorities, deadlines, and follow-ups at the same time
• Confident using tools such as Google Workspace, Microsoft Office, Slack, Teams, Zoom, Asana, ClickUp, Trello, Jira, Linear, Notion, Monday.com, or similar
• Able to write clear meeting notes, summaries, emails, reports, SOPs, checklists, and process documents
• Professional communication style with clients, executives, and internal team members
• Strong discretion when handling confidential business, client, and staff information
• Able to present professionally in client-facing meetings, including camera presence, punctuality, grooming, business attire, and meeting etiquette

Preferred attributes (optional)

• Experience supporting a founder, director, CTO, technical leader, or senior executive
• Experience in software, IT, consulting, outsourcing, recruitment, or professional services
• Experience coordinating remote teams or distributed stakeholders
• Experience preparing SOPs, internal documentation, meeting notes, task trackers, or client updates
• Familiarity with CRM systems, helpdesk tools, recruitment systems, or project management platforms
• Basic understanding of software development, websites, APIs, databases, cloud services, or IT terminology
• Practical familiarity with Metro Manila business districts, hotels, restaurants, transport options, meeting venues, and local logistics
• Calm under pressure, practical, low ego, and comfortable following up with people until actions are completed

How to apply

1. Send your updated CV to careers@ryoss.co
2. Use subject line: EA PH Application
3. Shortlisted candidates will be contacted for initial interview