Senior Executive Support Coordinator

1 week ago

Pagadian, Zamboanga Peninsula, Philippines beBeeAdministrative Full time $90,000 - $123,456
Job Title:

Executive Support Specialist

Job Description:

We are seeking a highly skilled and organized Executive Support Specialist to join our team. As an Executive Support Specialist, you will be responsible for providing administrative support to senior-level executives, including managing calendars, coordinating travel arrangements, preparing materials, and handling confidential correspondence.

Key Responsibilities:
  • Manage executive calendars and coordinate travel arrangements, including booking flights, hotels, and rental cars.
  • Prepare presentations, reports, and other materials as required by executives.
  • Handle confidential correspondence and stakeholder communications, maintaining confidentiality and discretion at all times.
  • Organize board meetings, investor relations, and strategic sessions, ensuring seamless execution and follow-up.
  • Maintain filing systems and document control, ensuring accurate and up-to-date records.
  • Liaise between executives and cross-functional teams, facilitating communication and collaboration.
  • Coordinate projects and track deliverables, ensuring timely completion and high-quality results.
  • Support business reviews, reports, and regulatory filings, providing analysis and insights as needed.
  • Assist with mergers and acquisitions due diligence, providing administrative support and coordination.
  • Manage external partnerships and regulatory interactions, ensuring compliance and adherence to company policies.
  • Oversee legal, audit, and compliance communications, ensuring accuracy and timeliness.
  • Coordinate headquarters-subidiary activities, ensuring seamless integration and communication.
  • Lead public relations and media engagements, providing strategic guidance and support.
  • Design materials using Adobe Creative Suite, upholding brand standards and quality.
  • Manage digital assets and support product launches, ensuring effective marketing and promotion.
  • Coordinate with external creative and technical agencies, ensuring smooth collaboration and delivery.
Qualifications:
  • Bachelor's degree in Business, Communications, or related field (preferred).
  • MBA or advanced degree is a plus.
  • 7–10+ years of experience as an Executive Assistant, ideally in pharma, nutraceuticals, or tech manufacturing.
  • Knowledge of intellectual property management and patent processes.
  • Professional certification in project management (PMP) or administrative management (CAP).
  • Experience with pharmaceutical or nutraceutical product development cycles is preferred.
  • Understanding of international regulatory requirements and compliance standards.
  • Experience with investor relations and capital markets.
  • C-level support experience in multinational environments.
  • Ability to handle confidential information and ensure regulatory compliance.
  • Excellent English communication skills; additional languages are a plus.
  • Strong organizational, project management, and problem-solving skills.
  • Independent, detail-oriented, and adaptable to different time zones.
  • Culturally aware and security-conscious (NDAs, info security, background checks).
  • Proficient in MS Office 365 and Adobe Creative Suite.
  • Familiar with CRM tools (Salesforce, HubSpot), project management tools (Asana, Monday.com), video platforms (Zoom, WebEx), document management, and basic HTML/CSS for email/web content.
  • Able to work 4:00 PM – 1:00 AM, Monday to Friday.

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