Hubspot and Admin Specialist | Fixed Dayshift & Weekends Off | Once a month onsite

ZigZag is looking for a HubSpot and Admin Specialist to join our team!

*Opportunity for Business International Trip
*Fixed Dayshift & Weekends Off
*1x-2x a month onsite in Ortigas

Key Responsibilities (What You Own)

• Protect the Leader’s Time
• Manage and maintain the Managing Director’s calendar, inbox, and Teams messages to maintain clarity, structure, and prioritisation.
• Anticipate upcoming priorities and adjust schedules proactively.
• Prioritize and schedule meetings in alignment with strategic objectives.
• Filter incoming requests and communications, ensuring only the most essential reach the leader.
• Coordinate meetings, agendas, and logistics for internal and external stakeholders.
• Oversee travel bookings and logistics to align with project needs.

• Plan for Success
• Prepare high-quality presentations, briefing materials, and meeting notes.
• Ensure meetings are efficient, with clear agendas, outcomes captured, and follow-ups tracked.
• Support daily, weekly, and monthly planning processes.
• Track goals, commitments, and project timelines.
• Anticipate needs, upcoming deliverables, track responsibilities, and manage risks.
• Maintain and update Standard Operating Procedures (SOPs) and Playbooks.

• Push Projects Forward
• Act as the central liaison between the Managing Director and internal/external stakeholders, maintaining clear, timely, and professional communication flows.
• Follow up on actions and requests to ensure momentum is maintained.
• Ensure progress and accountability on operational projects.
• Coordinate cross-team communication and follow-ups.
• Support documentation, reporting, and system automation.
• Verify and optimise workflows that increase efficiency and transparency.
• Support document and contract management (NDAs, agreements) using DocuSign.
• Maintain accurate client and opportunity data in HubSpot, Accelo, and SharePoint.
• Coordinate Connect inbox responses, updates to team resources, and lead generation research.
• Assist in managing business development pipelines, reporting, and process improvements.

Qualifications (What You Are)

• Skilled and experienced in using HubSpot CRM
• Preferably with experience using Accelo and SharePoint, but not required
• Proactive communication and time management.
• Strong organisational and project coordination skills.
• Systems thinking - the ability to optimise workflows and create clarity.
• High attention to detail and follow-through.
• Confidentiality and professionalism
• Can make decisions on scheduling, meeting logistics, and standard client communications.
• Must escalate commercial, contractual, or strategic decisions to the Managing Director.

ZigZag is committed to building a diverse, inclusive, and equitable workplace. We believe that talent knows no borders, and we welcome individuals from all backgrounds to help us shape the future of work. Guided by transparency and agility, we foster an environment where everyone is valued and empowered to thrive.