Senior Assistant Role

2 weeks ago

Mandaluyong City, National Capital Region, Philippines beBeeSupport Full time ₱4,800,000 - ₱7,200,000
Executive Support Specialist

The role of an Executive Support Specialist is a critical position that involves providing high-level support to executives.

This includes managing their calendars, drafting documents, and responding to emails on behalf of the executive.

Key responsibilities include:

  • Calendar management across time zones; anticipating conflicts, proposing options, and building buffer/transition time.
  • Gatekeeping and prioritizing meeting requests based on strategic value and urgency.
  • Preparing meeting agendas, capturing minutes, and driving action-item follow-through with clear owners and deadlines.

Additionally, this role requires maintaining the executive's priority to-do list, proactively surfacing next actions, dependencies, and blockers.

Skills required for this position include advanced Microsoft Office skills, strong communication and documentation skills, and ability to manage complex travel arrangements.

The ideal candidate will be well-organized, able to work independently, and have excellent problem-solving skills.

As an Executive Support Specialist, you will be responsible for:

  • Coordinating end-to-end domestic/international travel for the entire team: flights, hotels, ground transport, visas, itineraries, and contingency plans.
  • Optimizing travel cost, time, and convenience; managing last-minute changes without drama.

You will also be responsible for tracking cross-functional projects, timelines, risks, and milestones; keeping owners accountable.

Strong relationships with internal/external stakeholders are essential in this role, as you will act as a trusted point of contact for the executive.

Other responsibilities include coordinating on-brand social posts, simple graphics, event materials, and internal comms.

Run light project management for exec initiatives (plans, RAID logs, dashboards).

Assist with hiring logistics, onboarding schedules, org charts, training/coaching logistics, and confidential file management.

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