High-Level Administrative Support Specialist

20 hours ago

Tarlac City, Central Luzon, Philippines beBeeAdministrative Full time $12,000 - $18,000
Job Description

We are seeking a seasoned Administrative Support Specialist to provide high-level support to physicians and senior management. This role involves managing complex schedules, coordinating personal and business travel, preparing presentations, and handling confidential correspondence.

The ideal candidate will have a proven track record of delivering exceptional service in fast-paced environments and possess excellent organizational skills.

This is an exciting opportunity for a detail-driven professional who thrives on precision and takes ownership of outcomes.

Key Responsibilities
  • Scheduling Management: Own physician and management scheduling, coordinate multiple calendars, resolve conflicts, and ensure accuracy.
  • Travel Coordination: Arrange personal and professional travel, manage end-to-end bookings, itineraries, and contingency plans.
  • Presentation Preparation: Prepare and review high-quality presentations, ensuring branding, clarity, and accuracy in PowerPoint decks.
  • CORRESPONDENCE DRAFTING: Draft professional correspondence, write letters, and communication for physicians with a polished, professional tone.
  • DATABASE MANAGEMENT: Maintain databases, update, and manage key records with 100% accuracy.
  • Departmental Coordination: Coordinate across departments, ensure smooth information flow between the Director of Operations, Assistant Director, and physicians.
  • Phone-Based Scheduling: Handle phone-based scheduling, act as liaison when email scheduling is restricted.
  • CONFIDENTIALITY: Protect confidentiality, manage sensitive medical and operational information with discretion.
  • Special Projects: Support special projects, provide high-quality deliverables under tight deadlines.
Requirements
  • Administrative Experience: Minimum 4 years in executive or administrative support, preferably in healthcare or physician-facing roles.
  • Scheduling Expertise: Proven success managing complex scheduling across multiple executives.
  • Technical Skills: Expertise in PowerPoint, Excel, email management, and database administration.
  • Language Proficiency: C1-level English proficiency (spoken and written).
  • Work Schedule: Ability to work 100% aligned to PST hours.
  • Attention to Detail: Strong attention to detail and accuracy in all deliverables.
  • Professionalism: Demonstrated professionalism in handling confidential and sensitive information.
Preferred Qualifications
  • Prior Healthcare Experience: Prior experience supporting physicians or in a medical setting.
  • Concierge Services: Experience handling personal concierge tasks for executives.
  • Ai Tools Familiarity: Familiarity with AI tools for presentation and document creation.
  • Multilingual Skills: Multilingual skills (Japanese or Spanish).
  • Advanced PowerPoint Design: Advanced PowerPoint design skills.
Benefits
  • Competitive Compensation: USD $1,200 – $1,800/month (DOE)
  • Perk Marketplace Access: Access to a $200k+ perk marketplace with instant discounts on 150+ services
  • Early Pay Access: Access up to 50% of approved earnings before payday (no credit checks or fees)
  • On-Time Pay: On-time, in-currency pay
Application Process
  • AI Interview: Instant AI interview link (~20 min) after submission, and if selected, we'll immediately send you a link to be interviewed with our AI recruiter.
  • HireHawk Recruiter Interview: Our recruiters will assess your interview, and if you're a potential fit, we'll coordinate a live interview with you.

The AI interview is mandatory, and those who finish ASAP are more likely to be hired.

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