Chief Operations Coordinator

1 week ago

Quezon City, National Capital Region, Philippines beBeeExecutive Full time $9,600 - $14,400

About this Role

We're looking for a highly skilled and organized individual to join our team as an Executive Assistant. As the right-hand person to our multi-passionate entrepreneur, attorney, and certified life coach, you will play a key role in ensuring seamless operations across her thriving businesses.

Key Responsibilities:

  • Manage calendars to prevent conflicts and overlapping appointments
  • Schedule client consultations during preferred time blocks
  • Implement and maintain color-coded calendar systems for clear visibility of different types of commitments
  • Ensure daily calendar updates are complete
  • Oversee and organize three separate inboxes
  • Respond to emails directly as the assistant
  • Maintain professionalism and consistency in communication
  • Utilize AI tools to draft responses aligned with brand voice, tone, and communication standards
  • Handle actionable items promptly
  • Provide light content support, including basic content creation and posting
  • Filing & Document Management
  • Organize desktop files and ensure proper digital filing systems are maintained
  • Upload missing documents to Google Drive for secure storage
  • Lead an initial desktop cleanup project
  • AI (Custom GPT) Support
  • Support the development and refinement of custom GPTs
  • Categorize and streamline existing GPT chat threads into well-labeled folders
  • Demonstrate an 'AI-forward' mindset
  • Canva Management
  • Manage design templates, cover photos, and marketing collateral within Canva
  • Organize existing projects for streamlined access and usability
  • Update and refine brand kits for consistency across all brands
  • Photo & Media Organization
  • Court and organize an extensive camera roll
  • Sort and categorize media into personal and professional collections
  • Travel Planning
  • Arrange travel logistics
  • Provide organized itineraries with all relevant details in advance
  • Client Gifting & Referrals
  • Coordinate and execute client gifting initiatives
  • Manage address lists, source packaging, and ensure timely fulfillment
  • SOP & Workflow Development
  • Assist in drafting and implementing Standard Operating Procedures (SOPs) and workflows
  • Ensure documentation reflects brand standards, policies, and communication style

Benefits:

  • A dynamic and growth-oriented work environment
  • Ongoing training and professional development opportunities
  • A competitive salary and benefits package

About Us:

We're a innovative organization dedicated to empowering people to design and live their dreams. We're passionate about delivering high-quality experiences that truly make a difference in our clients' lives.

Qualifications:

  • Proven experience as an executive assistant or in a similar role
  • Excellent organizational and communication skills
  • Ability to work independently and as part of a team
  • Proficiency in AI tools and software
  • Familiarity with Google Drive and Canva
  • Strong attention to detail and ability to multitask

What We Offer:

We offer a dynamic and growth-oriented work environment, ongoing training and professional development opportunities, and a competitive salary and benefits package. If you're a highly motivated and organized individual who is passionate about delivering exceptional results, we encourage you to apply for this exciting opportunity.

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