Executive Assistant | Onsite

Executive Assistant

Location : Tarlac
Shift : Mondays to Fridays, 7:00 AM to 4:00 PM
Arrangement : Onsite, Full Time

Experience Required: 3-4 years in coordinating meetings, preparing professional minutes, and tracking actions.

Unlock your potential! At TOA Global, we have a deep commitment to empowering individuals to excel in their enterprises, careers, and communities. Our global footprint stretches across Australia, New Zealand, North America, and Philippines supporting our global clients in the accounting industry.

About this role . . .

The Executive Assistant provides independent, proactive support across three key functions:

1. Meeting Coordination & Action Tracking
2. Internal Systems Auditing, ISO & KPI Reporting
3. Executive (COO) Calendar & PA Support

This role is highly autonomous and requires excellent attention to detail, strong organisational skills, and the ability to follow through actions to completion.


Key Responsibilities:

1. Meeting Coordination & Action Management

• Coordinate and schedule meetings across the company calendar, ensuring correct attendees are invited.
• Prepare and distribute meeting agendas as required.
• Format meeting minutes from AI transcripts into a clear, professional format.
• Identify and record action items, assign responsibilities, and set due dates.
• Follow up with responsible parties to ensure timely completion of actions.
• Close out completed actions in the meeting records and maintain an up-to-date action register.

2. Internal Systems Auditing, ISO & KPI Reporting

• Develop and maintain an internal audit schedule covering all business systems, including
  (but not limited to):
  • Traffio (bookings, scheduling, dockets, compliance)
  • Worx (induction, compliance, training records)
  • TQ Portal (forms, approvals, workflows)
  • Other business platforms as required.
• Conduct regular audits to ensure systems are being used correctly and data is accurate.
• Collect, analyse, and consolidate data across all systems for ISO compliance and internal KPI
  reporting.
• Support preparation of ISO audit evidence by maintaining accurate records and reporting
  structures.
• Provide consolidated audit and KPI reports to the CEO, COO, and GM.
• Highlight non-compliance, risks, or trends and recommend corrective actions.
  

3. COO Calendar & PA Support

• Manage the COO's calendar, including scheduling internal and external meetings.
• Anticipate scheduling conflicts and proactively resolve them.
• Provide administrative assistance to the COO, including preparation of documents,
  reminders, and follow-ups.
• Ensure the COO is fully prepared for all meetings and commitments.
  

Qualifications / Skills :

• 3-4 years in coordinating meetings, preparing professional minutes, and tracking actions.
  
• Strong organisational and time-management skills with the ability to prioritise effectively.
  
• High level of independence and autonomy in managing workload.
• Experience in coordinating meetings, preparing professional minutes, and tracking actions.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy in auditing and reporting.
• Ability to work with multiple systems (experience with Traffio, Worx, TQ Portal
  advantageous but not essential).
• Proficiency in Microsoft Office / Google Workspace.
• Previous experience in ISO reporting, internal auditing, or compliance functions.
• Previous PA/EA support experience.
• Understanding of KPI reporting and performance monitoring
• Autonomous and self-motivated with the ability to work independently offshore.
• Professional, proactive, and solution oriented.
• Discreet and trustworthy with confidential information.
• Strong sense of accountability and follow-through

What's in it for you?

• A competitive salary
• Health Insurance, and Life Insurance coverage
• 21 annual paid leaves
• Annual increase (Annual Performance Review)
• Tenure Recognition Program
• Access to certifications and courses from Ab2 Institute of Accounting
• 20+ options of free coffee and chocolate drinks
• Billiards, table tennis, or foosball in our breakout room
• Work-life balance and logging off on time for you to enjoy more personal time.
• A genuinely diverse, caring, supportive and high achieving team environment.
• Ongoing training, development and career progression opportunities
• Free & conveniently located onsite parking.

We live by our VALUES to cultivate and foster growth and innovation.

BE AWESOME: Exceptional individuals create collective genius. We celebrate success, reward outstanding performance, and make work fun by fostering a supportive and inspiring environment.

KEEP IT REAL: We value honesty, accountability, and open communication. We own our actions, prioritize compassion, empathy, and understanding, and foster meaningful conversations.

BRING THE WOW: We strive for excellence in everything we do. Going the extra mile is our standard, as we are committed to delivering outstanding results.

DREAM BIG: We embrace a culture of continuous learning, exploration, and improvement. With ambitious goals, we constantly seek knowledge and self-improvement.

Join TOA Global and experience the difference!

We passionately embrace diversity and inclusion in all aspects of our organization. We believe by fostering an environment that values and celebrates individuals from diverse backgrounds, we unlock innovation, drive creativity, and amplify our ability to serve our customers and communities with excellence.