Administrative Support Specialist

1 day ago

Cainta, Calabarzon, Philippines beBeeExecutiveSupport Full time ₱53,000 - ₱80,500

Job Overview

We are seeking a highly organized and detail-oriented Executive Support Specialist to provide administrative support to our senior-level executives. The successful candidate will have excellent communication skills, be tech-savvy, and have experience working in a fast-paced environment.

Key Responsibilities:
  1. Create and send statements or invoices, track payments, and record company expenses.
  2. Gather data on trends, industry best practices, and other publicly available information and prepare reports on the findings (e.g., for comparative analysis).
  3. Store and organize documents and files.
  4. Data Entry: prepare lead lists or meeting minutes, transcribe audio recordings, prepare payroll information, and organize research notes.
  5. Research products, purchase goods & secure samples.
  6. Store, update & collect information for marketing and sales campaigns through a CRM system.
  7. Monitor projects, conduct internal communication & organize company data.
  8. Coordinate team calendars, prevent scheduling conflicts & ensure clients are on time and prepared for meetings.
  9. Prepare itineraries, book hotels, rental cars, etc.
  10. Convey information to incoming calls & make calls for appointments or conduct informational inquiries.
  11. Reply to emails, follow up on correspondence, organize inbox as per client preferences, and notify clients about important emails.
  12. Synthesize data & other content into cohesive reports and presentation slides.
  13. Upload videos, manage negative reviews, and keep the account profile up to date.
Requirements:
  • Minimum of 3 years of experience as an Executive Assistant to senior-level executives
  • Bachelor's degree or any certificate course (required)
  • Excellent phone, email, and instant messaging communication skills
  • Excellent English communication skills, both written and verbal (at least B2 level)
  • Solid organizational & time management skills
  • Tech savvy & familiar with current technologies, like desktop sharing, cloud services, and VoIP
  • Experience with word-processing software and spreadsheets (e.g., MS Office)
  • Knowledge of online calendars and scheduling (e.g., Google Calendar)
  • Proactive attitude & willingness to be trained
  • Able to work flexible shifts, including night shifts

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