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Executive Administrator (Operations Manager)

OLIVER Agency - APAC

Hybird-ManilaManagementFull-time
Before you apply

Role details

The practical picture
Work arrangement
Hybrid
Employment
Full-time

Experience & eligibility

Skills
  • Operations Management
  • Microsoft Office
  • Reporting
  • Data Aggregation
  • Billing & Invoicing
  • Resource Planning
  • Client Systems (DCH)
  • Communication
  • Time Management
  • Organizational Skills
Languages
English

Inside the role

Qualifications
Coordinate with Studio leads, account management, and finance Proficiency in Microsoft Office Full-time availability Proficiency in English (written and spoken) Organizational and time management skills Written and verbal communication skills
Hiring specifics1 detail
Employer reference
18810
Role signal brief

The role, at a glance

Extracted from the source posting · 95% confidence

This role combines executive administration and operations management within an agency setting. The candidate will own mandatory reporting, resource planning, billing, and studio logistics, including visa and travel coordination. Full-time availability and proficiency in English and Microsoft Office are required.

What you need

  • Coordinate with Studio leads, account management, and finance
  • Proficiency in Microsoft Office
  • Full-time availability
  • Proficiency in English (written and spoken)
  • Organizational and time management skills
  • Written and verbal communication skills

What you will own

  • Own creation of mandatory reports ensuring accuracy, timeliness, and version control.
  • Maintain monthly time/credit-tracking system and reconcile credits with clients.
  • Aggregate and validate data from timesheets, project trackers, and QBR inputs.
  • Build and maintain standard templates, trackers, and dashboards.
  • Maintain resource plans and capacity trackers.
  • Coordinate schedules with Recruitment and manage onboarding logistics for new hires and contractors.
Core skills
Operations ManagementMicrosoft OfficeReportingData AggregationBilling & InvoicingResource PlanningClient Systems (DCH)CommunicationTime ManagementOrganizational Skills
Internal freshness window ends Oct 15, 2026
View source evidence
  • department “Department: Project Management”
  • employment_types “Full-time availability is required.”
  • identifier “Req ID: 18810”
  • job_locations “Job location: Manila, Philippines”
  • languages “Proficient in English, both written and spoken.”
  • must_have “The ability to effectively and proactively manage and coordinate with Studio leads, account management, finance”
  • must_have “Proficient in Microsoft Office and other related software.”
  • must_have “Proficient in English, both written and spoken.”
  • must_have “Excellent organizational and time management skills.”
  • must_have “Strong written and verbal communication skills.”
  • must_have “Full-time availability is required.”
  • nice_to_have “Prior experience in accounting/administration within an advertising agency is a plus.”
  • nice_to_have “Passion for and inquisitive about AI and new technologies”
  • skills “Proficient in Microsoft Office and other related software.”
  • skills “Excellent organizational and time management skills.”
  • skills “Strong written and verbal communication skills.”
  • skills “Familiarity with office equipment such as printers and scanners (training will be provided if needed).”
  • workplace_type “#LI-Hybrid”
operations managementmicrosoft officereportingdata aggregation
Role brief

Established in 2004, OLIVER is the world’s first and only specialist in designing, building, and running bespoke in-house agencies and marketing ecosystems for brands. We partner with over 300 clients in 40+ countries and counting. Our unique model drives creativity and efficiency, allowing us to deliver tailored solutions that resonate deeply with audiences. 

As a part of The Brandtech Group, we're at the forefront of leveraging cutting-edge AI technology to revolutionise how we create and deliver work. Our AI solutions enhance efficiency, spark creativity, and drive insightful decision-making, empowering our teams to produce innovative and impactful results. 

Role: Executive Administrator (Operations Manager)

Location:  Manila, Philippines

 

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 (DCH and other client-specific repositories), manage billing and supplier payments, mobilise logistical support for the studio and project teams (workspace, visas, travel, team events) and manage day-to-day resource coordination.  

You will work closely with the Studio Leads, Account Management, Finance, and Recruitment to keep operations running smoothly and to protect project profitability. 

 

What you will be doing: 

Data & reporting:

  • 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. 
  • Respond to ad-hoc data requests 

Resource management & recruitment coordination:

  • Maintain resource plans and capacity trackers  
  • Coordinate schedules with Recruitment (interview/offer timelines, start dates, contractor lead times) and provide timely headcount/forecast data to support hiring. 
  • Manage onboarding logistics for new hires and contractors  
  • Ensure timesheet compliance 
  • Ensure team and freelance contracts are in place

Client deliverables uploads:

  • Upload completed work and deliverables to Client platform and other client content systems according to client naming conventions, metadata and QA requirements. 
  • Coordinate any client-specific upload workflows and ensure handover notes/documentation are completed.

Billing & supplier payments:

  • Prepare and submit client invoices and supporting documentation; ensure invoices are aligned with POs and project records. 
  • Track missing or late client POs and work with Account teams to secure approval to bill. 
  • Process and coordinate supplier payments with Finance.

Studio mobilisation & logistics:

  • Coordinate co‑working space arrangements and payments, manage supplier relationships and bookings. 
  • Support visa and travel logistics for team deployments (compile documents, lodge applications or coordinate with immigration support, track status). 
  • Book and manage flights, accommodation and ground travel for work trips, ensuring best value and compliance with travel policy. 
  • Organise team gatherings, on-site logistics and ad-hoc studio needs (equipment, office maintenance, asset tracking). 

Contract & documentation support: 

  • Prepare contracts, acceptance reports and standard paperwork using templates; perform basic checks before dispatch. 
  • Maintain document libraries, ensure correct filing and version control across operations and client deliverables. 
  • Liaise with Operations/Finance to ensure required documentation is available for payments and audits. 

 

What you need to be great in this role: 

  • 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 (training will be provided if needed). 
  • Excellent organizational and time management skills. 
  • Strong written and verbal communication skills. 
  • 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 

Req ID: 18810

#LI-Hybrid #LI-JQ1

Our values shape everything we do: 

Be Ambitious to succeed   

Be Imaginative to push the boundaries of what’s possible   

Be Inspirational to do groundbreaking work   

Be always learning and listening to understand   

Be Results-focused  to exceed expectations   

Be actively pro-inclusive and anti-racist across our community, clients and creations   

Our recruitment process does not employ artificial intelligence for selection. We use AI to support efficiency and consistency, not to replace human judgement. Candidate evaluation and selection are conducted without AI-supported screening or decision-making. We are committed to a fair, thoughtful, and equitable experience for every candidate.

OLIVER, a part of the Brandtech Group, is an equal opportunity employer committed to creating an inclusive working environment where all employees are encouraged to reach their full potential, and individual differences are valued and respected. All applicants shall be considered for employment without regard to race, ethnicity, religion, gender, sexual orientation, gender identity, age, neurodivergence, disability status, or any other characteristic protected by local laws.    

 OLIVER has set ambitious environmental goals around sustainability, with science-based emissions reduction targets. Collectively, we work towards our mission, embedding sustainability into every department and through every stage of the project lifecycle.