Project Coordinator

20 hours ago

Mabalacat, Central Luzon, Philippines beBeeExecutive Full time ₱65,000 - ₱85,000
Job Title: Executive & Project Management Assistant

The role of an Executive and Project Management Assistant is a critical position that requires a highly organized and proactive individual to provide end-to-end support across executive needs, project management, and operational coordination. This role thrives in a fast-paced environment and can juggle multiple priorities with both executive assistant polish and project management discipline.

This is a remote role requiring availability during U.S. hours. The ideal candidate will have 4+ years of experience as a Personal Assistant, Executive Assistant, or Project Management Assistant, preferably in an agency or startup environment.

The successful candidate will possess proven ability to manage multiple stakeholders, priorities, and deadlines. Proficiency in ClickUp (or similar PM tools), Google Workspace, Slack, and Excel/Google Sheets is also essential.

Key Responsibilities:

  • Managing calendars, appointments, and scheduling with proactive conflict resolution;
  • Handling personal errands, research vendors/services, and coordinating lifestyle needs;
  • Screening and managing communications (email, Slack, phone) ensuring timely responses;
  • Organizing complex meetings (virtual/in-person), preparing agendas, gathering materials, and capturing minutes;
  • Anticipating all travel needs, including accommodations, meals, and personal care, building comprehensive itineraries with contingency planning;
  • Coordinating amenities, vendors, and local arrangements;
  • Maintaining project plans in ClickUp (or similar PM tools), assigning tasks, tracking deadlines, and ensuring deliverables;
  • Managing daily agendas, meeting prep, and top-of-day reminders for executives;
  • Tracking backend project progress across multiple clients/accounts;
  • Supporting reporting and data entry into project boards and dashboards;
  • Assisting with ad-hoc tasks such as light copy drafting, vendor coordination, and updating templates;

Must-Have Qualifications:

  • Excellent organizational skills with strong follow-through and attention to detail;
  • Strong communication skills (written & verbal) across all organizational levels;
  • Comfort facilitating live calls and documenting action items in real-time;
  • Ability to work US hours;

Nice-to-Haves:

  • Experience in marketing, creative agency, or tech/startup environments;
  • Familiarity with CRM systems, AI tools (e.g., ChatGPT), and project documentation best practices;
  • Exposure to compliance, vendor coordination, or light client communications;
  • Strong time management skills and ability to adapt quickly to changing needs;
  • Taking ownership of client/vendor communications as trust is established;
  • Expanding into higher-level executive support for leadership, including advanced scheduling, document prep, and project coordination;
  • Growing into a key operations partner helping improve processes and efficiency;

We Offer:

  • Flexible work arrangements, including remote work options;
  • Opportunities for growth and professional development;
  • Competitive compensation package;
  • Excellent benefits, including paid time off, health insurance, and retirement savings plan;
  • A collaborative and dynamic work environment;
  • Access to cutting-edge technology and resources;
  • Professional networking opportunities;
  • Work-life balance and flexibility;
  • Recognition and rewards for outstanding performance;
  • Opportunities for advancement and career progression;
  • Training and development opportunities;
  • Collaborative team environment;

You will be a valued member of our team, working on exciting projects, developing new skills, and growing your career in a supportive and inclusive environment.

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