Administrative Coordinator

6 days ago

Sorsogon, Bicol, Philippines beBeeExecutive Full time ₱3,000 - ₱5,000

High-Level Support for Executives

Job Description

As a key member of our organization, you will provide top-level assistance to high-level executives. This role involves being well-organized and comfortable scheduling meetings and responding to emails on the executive's behalf.

  • Calendar, Time & Meeting Operations (Core)
  • Own complex diary management across time zones; anticipate conflicts, propose options, and build buffer/transition time.
  • Gatekeep and prioritize meeting requests based on strategic value and urgency.
  • Prepare meeting agendas, capture minutes, and drive action-item follow-through with clear owners and deadlines.
  • Maintain the Executive's priority to-do list; proactively surface next actions, dependencies, and blockers.
  • Communication & Documentation
  • Draft, polish, and format documents, board packs, decks, briefs, and reports using advanced Word, PowerPoint, and Excel.
  • Create clear recap emails and decision logs to keep stakeholders aligned.
  • Travel & Logistics (Whole Team)
  • Plan end-to-end domestic/international travel for the entire team: flights, hotels, ground transport, visas, itineraries, and contingency plans.
  • Optimize travel cost, time, and convenience; manage last-minute changes without drama.
  • Project & Stakeholder Coordination
  • Track cross-functional projects, timelines, risks, and milestones; keep owners accountable.
  • Build strong relationships with internal/external stakeholders; act as a trusted point of contact for the Executive.
  • Value-Add Capabilities
  • Marketing/Social/Design: Create or coordinate on-brand social posts, simple graphics, event materials, and internal comms.
  • Project Management: Run light PM for exec initiatives (plans, RAID logs, dashboards).
  • HR Support & Admin: Assist with hiring logistics, onboarding schedules, org charts, training/coaching logistics, and confidential file management.
Must-have skills & experience:
  • Proven success as an Executive Assistant, Chief of Staff Assistant, or similar in a high-paced environment where the leader's time is scarce.
  • Expert Diary & Time Management, Minutes & Action Management, To-Do List Management, and Travel Management (team-wide).
  • Advanced Microsoft Office: Word (styles, TOCs, mail merge), PowerPoint (master slides, storytelling), Excel (pivot tables, lookups, data cleanup, charts).
  • Exceptional written and verbal communication; concise, diplomatic, and discreet.
  • High ownership, judgment, and follow-through; able to anticipate needs several steps ahead.
  • Comfort with modern productivity stacks (e.g., Outlook/Google Workspace, Teams/Zoom, Slack, Asana/Trello/ClickUp, expense or travel tools).

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