Support Specialist

1 week ago

Taguig, National Capital Region, Philippines beBeeSupport Full time $9,600 - $15,600
Senior Support Specialist

The ideal candidate will provide high-level administrative support to a senior executive, ensuring the smooth operation of their office and facilitating effective communication with internal and external stakeholders.

Key Responsibilities
  • Strategic Calendar & Time Management:
  1. Proactively manage and optimize the executive's schedule to ensure alignment with strategic priorities.
  2. Anticipate and prevent scheduling conflicts, balancing professional commitments with personal well-being, particularly during travel periods.
  3. Coordinate scheduling of meetings, including recurring calls such as staff meetings, one-on-ones, and biweekly donor meetings.
  4. Prepare for regular meetings, including board meetings and working groups, by ensuring timely distribution of agendas and calendar reminders.
  5. Protect time for internal staff meetings to maintain effective communication and collaboration.
Meeting Preparation & Follow-Up:
  1. Collaborate with internal teams and external stakeholders to gather necessary agendas, briefing materials, and logistical details for meetings, both virtual and in-person.
  2. Accurately document key decisions and action items during meetings and share updates with relevant parties.
  3. Schedule follow-up meetings and track the progress of action items to ensure timely completion.
  4. Utilize project and lead tracking tools to support meeting follow-ups and task management.
Administrative Support:
  1. Add or update contact records in the organization's database promptly after meetings, including notes and relevant information.
  2. Manage membership renewals and donation acknowledgments by sending personalized email communications using provided templates.
  3. Provide general administrative support as needed, including research and document reviews.
Communication & Relationship Management:
  1. Manage the executive's inbox, initially supporting and eventually taking full responsibility for email filtering and prioritization.
  2. Ensure timely responses to high-priority communications, maintaining strong relationships with internal staff and external stakeholders.
  3. Draft and send courteous follow-up emails after conferences and convenings to nurture professional connections.
  4. Utilize communication platforms to facilitate efficient correspondence.
Travel & Logistics Management:
  1. Coordinate complex travel itineraries that prioritize efficiency, cost-effectiveness, and the executive's well-being.
  2. Use the organization's travel system to research and book discounted flights and accommodations.
  3. Prepare detailed travel documents and schedules, ensuring adequate rest periods are built in, to allow sufficient rest and recovery for the client after each travel.
Qualifications

The ideal candidate will possess:

  • Proven experience supporting C-level executives or senior leadership in fast-paced environments.
  • Background working with nonprofit organizations or mission-driven entities is highly preferred.
  • Strong leadership skills with the ability to take initiative and work independently.

What We Offer

  • 13th Month Bonus
  • Permanent work-from-home / remote set-up
  • Health insurance
  • Dental insurance
  • Mental health insurance
  • Great starting salary
  • Growth opportunity
  • Performance-based raises
  • Prizes and bonuses

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