Executive Support Specialist

24 hours ago

Pulong Santa Cruz, Calabarzon, Philippines beBeeAdministrative Full time ₱9,600 - ₱14,400
Job Summary

We are seeking a highly skilled and organized support professional to assist our client in managing her busy schedule and ensuring the smooth operation of her thriving businesses.

The ideal candidate will have exceptional organizational skills, a growth mindset, and a passion for wellness. They will be responsible for calendar management, email management, content and social media support, task and project coordination, and personal administrative support.

  • 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 cloud storage for secure storage.
      • Lead an initial desktop cleanup project, followed by routine file organization and upkeep.
    • Custom GPT Support:
      • Support the development and refinement of custom GPTs.
      • 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 media library across cloud storage and mobile devices.
      • Sort and categorize media into personal and professional collections, such as family, pets, and travel.
  • Personal Administrative Support:
    • Travel Planning:
      • Arrange travel logistics, including transportation and accommodations.
      • Provide organized itineraries with all relevant details in advance.
    • Client Gifting & Referrals:
      • Coordinate and execute client gifting initiatives, including referral gifts and holiday deliveries.
      • Manage address lists and ensure timely fulfillment.
    • Standard Operating Procedures (SOPs) Development:
      • Assist in drafting and implementing SOPs and workflows.
      • Ensure documentation reflects brand standards, policies, and communication style.

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