Executive Coordinator

2 days ago

Cavite City, Calabarzon, Philippines beBeeExecutive Full time ₱65,000 - ₱85,000
Job Title

A highly organized and proactive assistant is sought after to provide end-to-end support across executive needs, project management, and operational coordination.

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  • 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.
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Key Responsibilities:

  • 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.

Nice-to-Haves:

  • Experience in marketing, creative agency, or tech/startup environments.
  • Familiarity with CRM systems, AI tools (e.g., ChatGPT), and project documentation best practices.
  • Exposure to compliance, vendor coordination, or light client communications.
  • Strong time management skills and ability to adapt quickly to changing needs.
  • Take ownership of client/vendor communications as trust is established.
  • Expand into higher-level executive support for leadership, including advanced scheduling, document prep, and project coordination.
  • Grow into a key operations partner helping improve processes and efficiency.

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