Executive Support Specialist

2 days ago

General Santos, Soccsksargen, Philippines beBeeAdministrative Full time $9,600 - $14,400
Job Description:

We are seeking a highly organized and proactive administrative professional to support our client in managing her busy schedule and daily tasks.

The ideal candidate will have exceptional organizational skills, a growth mindset, and a passion for wellness and personal growth.

The successful candidate will be responsible for calendar management, email management, content and social media support, task and project coordination, and personal administrative support.

This is a unique opportunity to join a heart-centered culture that values balance, joy, and impact. Our client is a visionary leader who blends law, coaching, and wellness into a life-changing mission. As an administrative professional, you will become part of a supportive team that radiates sunshine, values growth, and celebrates empowerment.

Key Responsibilities:
  • Calendar Management
    • Manage the executive's calendar to prevent conflicts and overlapping appointments
    • Schedule client consultations during preferred time blocks
    • Implement and maintain a color-coded calendar system for clear visibility of different types of commitments
  • Email Management
    • Oversee and organize multiple inboxes, ensuring all emails are reviewed, prioritized, and actioned
    • Respond to emails directly as the assistant, maintaining professionalism and consistency in communication
    • Utilize a custom tool to draft responses aligned with brand voice, tone, and communication standards
  • Content and Social Media Support
    • Monitor and engage with comments and direct messages across business social media accounts
    • Provide light content support, including basic content creation and posting
    • Maintain consistency with brand messaging and tone across all digital platforms
  • Task and Project Coordination
    • File & 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, followed by routine file organization and upkeep
    • AI (Custom Tool) Support
      • Support the development and refinement of custom tools
      • Categorize and streamline existing chat threads into well-labeled folders
    • 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
      • Curate and organize an extensive camera roll across iCloud and mobile devices
      • Sort and categorize media into personal and professional collections
  • Personal Administrative Support
    • Travel Planning
      • Arrange travel logistics, including flights, hotel accommodations, and transportation
      • Provide organized itineraries with all relevant details
    • 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 and workflows
      • Ensure documentation reflects brand standards, policies, and communication style

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