Chief Administrative Coordinator

1 day ago

Calamba, Calabarzon, Philippines beBeeExecutive Full time $9,600 - $15,600
Executive Support Role

We are seeking a highly skilled and organized Executive Assistant to provide top-level support to our busy executive. The ideal candidate will be responsible for managing the executive's calendar, inbox, and priorities while maintaining strong relationships with internal staff and external stakeholders.

This is a fast-paced and dynamic role that requires exceptional leadership skills, attention to detail, and the ability to work independently. If you thrive in a high-stakes environment and excel at turning spoken ideas into clear, actionable plans, this could be the perfect opportunity for you.

Key Responsibilities:

  • Strategic Calendar & Time Management: Proactively manage and optimize the executive's schedule to ensure alignment with strategic priorities, anticipate and prevent scheduling conflicts, and coordinate scheduling of meetings.
  • Meeting Preparation & Follow-Up: Collaborate with internal teams and external stakeholders to gather necessary agendas, briefing materials, and logistical details for meetings, accurately document key decisions and action items during meetings, and share updates with relevant parties.
  • Administrative Support: Add or update contact records in the organization's database promptly after meetings, manage membership renewals and donation acknowledgments by sending personalized email communications using provided templates, and provide general administrative support as needed.
  • Communication & Relationship Management: Manage the executive's inbox, initially supporting and eventually taking full responsibility for email filtering and prioritization, ensure timely responses to high-priority communications, maintain strong relationships with internal staff and external stakeholders, and utilize communication platforms such as Microsoft Teams, Outlook, WhatsApp, and Signal to facilitate efficient correspondence.
  • Travel & Logistics Management: Coordinate complex travel itineraries that prioritize efficiency, cost-effectiveness, and the executive's well-being, use the organization's travel system to research and book discounted flights and accommodations, prepare detailed travel documents and schedules, and ensure adequate rest periods are built in to allow sufficient rest and recovery for the client after each travel.

Requirements:

  • 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:

  • A competitive salary range of $9,600 - $15,600 per year.
  • Full-time remote position with flexible work arrangements.
  • Professional setup required (clean background, good camera, good microphone, strong wifi).
  • Opportunities for growth and development within the organization.

About Us:

Our organization is a global philanthropic network mobilizing funders to help end the HIV/AIDS pandemic and advance health, equity, and human rights. We connect foundations, corporate charities, and philanthropic-serving organizations to strengthen the impact of HIV-informed funding through engaging virtual and in-person events.

Join Our Team:

We are a dynamic team that values trust, empathy, and excellence. Our core values include Trust & Excellence, Clarity with Purpose, Proactive Precision, Emotional Intelligence Matters, and Better Every Day. If you are passionate about making a difference and working with like-minded individuals, we encourage you to apply for this exciting opportunity.

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