Experienced Administrator for Senior Leadership Team

23 hours ago

Antipolo City, Calabarzon, Philippines beBeeExecutive Full time ₱65,000 - ₱85,000
About This Role

We are seeking a skilled and experienced Executive & Project Management Assistant to provide high-level administrative support to our senior leadership team. As the ideal candidate, you will possess excellent organizational skills, strong communication abilities, and a proven track record of managing multiple priorities and deadlines.

Key Responsibilities
  • Manage calendars, appointments, and scheduling with proactive conflict resolution
  • Handle personal errands, research vendors/services, and coordinate lifestyle needs
  • Screen and manage communications (email, Slack, phone), ensuring timely responses
  • Organize complex meetings (virtual/in-person), prepare agendas, gather materials, and capture minutes
Travel & Logistics Management
  • Anticipate all travel needs, including accommodations, meals, and personal care
  • Build comprehensive itineraries with contingency planning
  • Coordinate amenities, vendors, and local arrangements
Project & Task Management
  • Maintain project plans in ClickUp (or similar PM tools), assign tasks, track deadlines, and ensure deliverables
  • Manage daily agendas, meeting prep, and top-of-day reminders for executives
  • Track backend project progress across multiple clients/accounts
  • Support reporting and data entry into project boards and dashboards
  • Assist with ad-hoc tasks such as light copy drafting, vendor coordination, and updating templates
Communication & Coordination
  • Act as liaison between executives, internal teams, and external partners
  • Provide regular updates, ask clarifying questions, and ensure smooth handoffs
  • Create one-pagers, meeting dossiers, and weekly reporting summaries
Requirements
  • 4+ years of experience as a Personal Assistant, Executive Assistant, or Project Management Assistant (agency/startup environment preferred)
  • Proven ability to manage multiple stakeholders, priorities, and deadlines
  • Proficiency with ClickUp (or similar PM tools), Google Workspace, Slack, and Excel/Google Sheets
  • Excellent organizational skills with strong follow-through and attention to detail
  • Strong communication skills (written & verbal) across all organizational levels
  • Comfortable facilitating live calls and documenting action items in real-time
  • Ability to work US hours

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