Dedicated Administrative Professional Wanted

2 days ago

Mandaue City, Central Visayas, Philippines beBeeAdministrative Full time $90,000 - $110,000

Job Description

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We are seeking a highly organized and proactive professional to support our Founder in managing daily operations, administrative responsibilities, and marketing. This role requires a self-starter with excellent problem-solving skills, the ability to make independent decisions, and a keen attention to detail.

Key Responsibilities:

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  • Expertly manage and triage the Founder's inbox, categorizing, routing, and escalating issues as necessary.
  • Optimize calendar management, including scheduling meetings, resolving conflicts, and sending invitations.
  • Maintain and update databases (press lists, vendor lists, etc.).
  • Oversee computer and equipment maintenance, management, and procurement.
  • Manage office, including ordering supplies and coordinating maintenance.
  • Arrange travel, accommodations, itineraries, and related correspondence.
  • Create and execute detailed expense reports for business trips.

Client & Business Development Support:

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  • Triage and respond to inbound inquiries from potential clients.
  • Maintain the CRM and ensure accurate daily updates.
  • Assist in organizing and participating in business development activities.
  • Send welcome packages to new clients.

Communications & Marketing Support:

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  • Support in updating website and social content created by the team.
  • Manage and assist online entries for awards.
  • Reach out to journalists and send press releases.
  • Research contacts for journalists, events, and other outlets in the best interests of the organization.
  • Support founders in press or event initiatives as required.
  • Assist the Founder in managing the content calendar for social media.
  • Help coordinate and execute in-house projects such as holiday gifts and events.
  • Research speaking engagements for the founders.
  • Research opportunities for new business, including contact information for potential partners.

HR & Finance Support:

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  • Maintain the payroll system, including onboarding/offboarding employees, updating salaries, and managing group insurance plans.
  • Draft contracts for employees and freelancers.
  • Manage sick leave protocols and communications.
  • Support recruitment processes, including triaging candidate applications.
  • Coordinate employee onboarding and offboarding (account setup, welcome packages, etc.).
  • Process and manage accounts payable and receivable.
  • Perform weekly bookkeeping reconciliations.

Qualifications:

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  • 4+ years of experience in executive assistance, communications, or marketing.
  • Must be able to work on Eastern Standard Time (EST).
  • Proven ability to communicate effectively and build relationships.
  • Strong organizational and time-management skills.
  • Highly motivated, resourceful, and a go-getter mentality.
  • Proficient in Google Workspace (Google Sheets, Google Docs, Gmail), Excel, and Microsoft Word.
  • Experience with CRM software and sales tools is a plus.
  • Comfortable working flexible hours when needed.

Benefits:

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  • Two weeks of paid time off.
  • Training and development programs.
  • Work from home.

Requirements:

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This role requires a detail-oriented, highly organized professional who thrives in a fast-paced environment. If you are a proactive problem-solver with excellent communication and decision-making skills, we encourage you to apply.

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