Senior Administrative Specialist

2 days ago

Lipa City, Calabarzon, Philippines beBeeAdministrative Full time $96,000 - $126,000
Executive Assistant Role

We are seeking a highly skilled and experienced Executive Assistant to provide comprehensive administrative support for our organization.

The ideal candidate will have a sophisticated professional background, with expertise in managing complex operations and providing strategic support.

  • Manage global calendars and travel logistics, including visa applications and itineraries
  • Prepare executive materials: briefings, reports, presentations
  • Handle confidential correspondence and stakeholder communications
  • Organize board meetings, investor relations, and strategic sessions
  • Maintain filing systems and document control
  • Liaise between executives and cross-functional teams
  • Coordinate projects and track deliverables
  • Support business reviews, reports, and regulatory filings
  • Assist with merger and acquisition due diligence
  • Manage external partnerships and regulatory interactions
  • Oversee legal, audit, and compliance communications
  • Coordinate HQ-subsidiary activities
  • Lead public relations and media engagements
  • Design materials using Adobe Creative Suite, upholding brand standards
  • Manage digital assets and support product launches
  • Coordinate with external creative and technical agencies

Qualifications:

  • Bachelor's degree in Business, Communications, or related field (preferred)
  • MBA or advanced degree is a plus
  • 7–10+ years as an Executive Assistant, ideally in pharma, nutraceuticals, or tech manufacturing
  • Knowledge of intellectual property management and patent processes
  • Professional certification in project management (PMP) or administrative management (CAP)
  • Experience with pharmaceutical or nutraceutical product development cycles is preferred
  • Understanding of international regulatory requirements and compliance standards
  • Experience with investor relations and capital markets
  • C-level support experience in multinational environments
  • Ability to handle confidential information and ensure regulatory compliance
  • Excellent English communication skills; additional languages are a plus
  • Strong organizational, project management, and problem-solving skills
  • Independent, detail-oriented, and adaptable to different time zones
  • Culturally aware and security-conscious (NDAs, info security, background checks)
  • Proficient in MS Office 365 and Adobe Creative Suite
  • Familiar with CRM tools (Salesforce, HubSpot), project management tools (Asana, Monday.com), video platforms (Zoom, WebEx), document management, and basic HTML/CSS for email/web content
  • Able to work flexible hours, including evenings and weekends

Job Details:

  • Mid-Senior level
  • Full-time
  • IT Services and IT Consulting

Important Note: This job posting is active and accepting applications.

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