Executive Support Specialist

2 days ago

Cagayan de Oro, Northern Mindanao, Philippines beBeeNotion Full time ₱2,800,000 - ₱3,500,000
Job Overview

We are seeking a highly skilled and proactive Executive Assistant to support our US client operations in a fast-paced, multi-service agency environment. The ideal candidate will have experience with calendar and project management, client communication, inbox/CRM/file system oversight, and coordination of media shoots and deliverables using Notion as the primary project management system.

Key Responsibilities:
  • Project Management: Maintain detailed calendars, project timelines, and task tracking within Notion to organize real estate shoots, post-production timelines, and creative service deliverables.
  • Client Communication: Draft follow-up emails, coordinate appointments, and prepare polished client-facing materials aligned with brand standards across multiple service verticals.
  • Inbox and CRM Oversight: Keep communications and files organized; tag leads in GoHighLevel CRM, archive creative assets, and ensure timely responses across platforms and communication channels.
  • Document Preparation: Assist with preparing client proposals, internal reports, production checklists, and delivery folders with accurate formatting and attention to detail.
  • Media Shoot Coordination: Help coordinate real estate media shoots, delivery timelines, and internal resource scheduling; liaise with photographers, editors, and clients as needed.
Requirements and Qualifications:
  • A minimum of 5.5+ years of experience supporting executives in fast-paced creative or service-based businesses, preferably in the real estate media or production workflows.
  • A proactive and self-starter mindset, taking initiative and working independently to offer solutions before being asked.
  • Excellent written and verbal communication skills, comfortable drafting professional correspondence and interacting with clients as needed.
  • High proficiency in Notion and experience with project management tools, G Suite, Dropbox, and GoHighLevel CRM.
  • The ability to prioritize, meet deadlines, and manage logistics without constant oversight.
  • A client- and team-oriented mindset, committed to supporting internal team performance and client satisfaction by anticipating needs and acting as an integrator across multiple operational areas.
Seniority level
  • Associate
Employment type
  • Full-time
Job function
  • Administrative
Industries
  • Advertising Services and Marketing Services

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