Global Executive Support Specialist

1 day ago

Manila, National Capital Region, Philippines beBeeAdministrative Full time $45,000 - $60,000
Job Description

We are seeking a highly skilled and experienced Assistant Coordinator to join our team. The successful candidate will play a pivotal role in providing high-level support to our senior leadership team.

The primary responsibility of this role is to manage extensive diary coordination, handle complex travel arrangements, and serve as the initial point of contact for our business. This requires exceptional organizational skills, impeccable attention to detail, and the ability to navigate a fast-paced executive environment with professionalism and discretion.

This is a truly global role, requiring the ability to work across all US time zones.

Key Responsibilities
  1. Coordinate and manage busy calendars, scheduling meetings across multiple time zones while resolving conflicts and prioritizing commitments to optimize the Leadership Team's schedules.
  2. Handle sensitive information with discretion and maintain confidentiality in all interactions and tasks, demonstrating professionalism and trustworthiness.
  3. Manage competing priorities, tight deadlines, and unexpected changes, ensuring seamless operations for the executive team.
  4. Expertly organize complex travel arrangements, including accommodation, transportation, and meeting schedules, ensuring smooth and efficient travel experiences for the PS Leadership Team.
  5. Prepare, reconcile, and submit travel and corporate expenses, maintaining accurate records and adhering to company policies and procedures.
  6. Foster positive relationships with internal and external stakeholders at senior levels, serving as a professional and personable point of contact for inquiries and requests.
  7. Provide comprehensive administrative support, liaising with customers, visitors, and personal guests, and handling inquiries directed to the PS Leadership Team.
  8. Support the preparation of presentation materials, assisting in the preparation, formatting, and distribution of information packs and presentations for key meetings and events.
  9. Assist in the organization and coordination of meetings and events, including collating documents, coordinating logistics, and providing technology support for presentations and video/teleconferencing.
  10. Facilitate the onboarding process for new starters, coordinating desk setups, training programs, and logistics, ensuring a smooth transition for employees joining the organization.

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