Senior Operations Coordinator

3 days ago

San Fernando, Central Luzon, Philippines beBeeAdministrative Full time ₱65,000 - ₱85,000
Job Summary

We're seeking a highly organized and proactive professional to provide end-to-end support across executive needs, project management, and operational coordination.

Key Responsibilities
  • Executive & Personal Support
    • Manage calendars, appointments, and scheduling with proactive conflict resolution
    • Handle personal errands, research vendors/services, and coordinate lifestyle needs
    • Screen and manage communications (email, Slack, phone), ensuring timely responses
    • Organize complex meetings (virtual/in-person), prepare agendas, gather materials, and capture minutes
  • Travel & Logistics Management
    • Anticipate all travel needs, including accommodations, meals, and personal care
    • Build comprehensive itineraries with contingency planning
    • Coordinate amenities, vendors, and local arrangements
  • Project & Task Management
    • Maintain project plans in ClickUp (or similar PM tools), assign tasks, track deadlines, and ensure deliverables
    • Manage daily agendas, meeting prep, and top-of-day reminders for executives
    • Track backend project progress across multiple clients/accounts
    • Support reporting and data entry into project boards and dashboards
    • Assist with ad-hoc tasks such as light copy drafting, vendor coordination, and updating templates
  • Communication & Coordination
    • Act as liaison between executives, internal teams, and external partners
    • Provide regular updates, ask clarifying questions, and ensure smooth handoffs
    • Create one-pagers, meeting dossiers, and weekly reporting summaries
Must-Have Qualifications
  • 4+ years of experience as a Personal Assistant, Executive Assistant, or Project Management Assistant (agency/startup environment preferred)
  • Proven ability to manage multiple stakeholders, priorities, and deadlines
  • Proficiency with ClickUp (or similar PM tools), Google Workspace, Slack, and Excel/Google Sheets
  • Excellent organizational skills with strong follow-through and attention to detail
  • Strong communication skills (written & verbal) across all organizational levels
  • Comfortable facilitating live calls and documenting action items in real-time
  • Ability to work US hours

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