Executive And Operations Assistant

Discover 100% YOU as an Executive and Operations Assistant! Apply now!

• Onsite | Day Shift
• Competitive Total Rewards (Compensation, Allowance, HMO, and Paid Time Off)
• Company Provided Equipment
  
  

What's in it for you?

• Position: Executive and Operations Assistant
• Location: Central Luzon
• Work setup & shift: Onsite | Day Shift
  
  

Your Role

As an Executive and Operations Assistant, you are responsible for:

• Manage inbox triage, calendars and meeting scheduling for the Managing Director and leadership team.
• Draft correspondence, reports and internal documents independently to a professional standard.
• Prepare meeting agendas, take minutes, and track actions through to completion. Maintain project and task coordination across the leadership team (e.g. Microsoft Teams Planner), keeping status current.
• Support special projects such as service launches, process reviews and recruitment administration.
• Own onboarding follow-through: service agreements and addendums tracked to signature, onboarding checklists completed, and missing information chased.
• Maintain accurate participant records, referrals and documentation in Splose, with correct naming conventions and version control.
• Complete scheduled client engagement check-ins (at least every three months), copying in the nominated escalation point so responses are actioned.
• Support discharge and inactive client management.
• Send fortnightly billing reminders to clinicians and track completion before invoicing.
• Check billed items against progress notes, record outstanding notes in Excel, and follow up each clinician until resolved.
• Maintain the aged receivables register alongside our external bookkeepers: record why each invoice is outstanding, liaise with clinicians, flag where services should be paused, and note resubmission or due dates.
• Assist with funding and plan tracking, including funding periods and budget utilisation.
• Communicate professionally in writing with participants, families, support coordinators, plan managers and other providers.
• Liaise with clinicians on outstanding documentation, calendar entries and billing queries.
• Support coordination of Occupational Therapy Driving Assessments (OTDAs) as this service launches.
• Handle phone enquiries, where suited to the successful candidate's verbal communication skills.
• Learn our policies and procedures well enough to be a go-to point for "how do we do this?" questions from the team.
• Follow documented processes consistently, and help maintain and improve them where gaps appear.
• Maintain organised digital filing across SharePoint and OneDrive.
• Coordinate purchasing and records for clinical assessment resources.
• Support the execution of team events and culture activities.
  
  

Qualification

• At least 3 years' experience as an executive assistant, operations assistant or senior administrator, ideally supporting Australian businesses.
• Excellent written English, with the ability to draft professional correspondence independently.
• Strong numeracy and Excel skills (tracking, formulas, reconciling figures).
• Demonstrated ability to manage multiple workflows, prioritise, and follow through without supervision.
• Confident with Microsoft 365 (Outlook, Teams, Excel, Word, SharePoint) and quick to learn new systems.
• Discretion and sound judgement when handling sensitive health and personal information.
• Experience in Healthcare, allied health or NDIS industry
• Experience with a practice management or CRM system (e.g. Splose).
• Accounts receivable or bookkeeping exposure (e.g. Xero).
• Clear verbal communication and a neutral accent, with phone experience.Canva, Microsoft Planner or other project coordination tools.
  
  

About Beepo

Our Beepo office is located in Clark, Pampanga. We provide exceptional workforce support to clients all over the world. Our primary focus is to help businesses grow sustainably with the help of fantastic Philippine talent.

You will be supported by a great working environment, leading benefits, and an opportunity to meet your career goals. You will be able to apply your skills and innovative thinking to this role. This is an opportunity to grow your career quickly.

• Terms and conditions apply

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