Chief Operations Coordinator

2 days ago

Pasig, National Capital Region, Philippines beBeeAdministrative Full time $9,600 - $14,400
Job Description

The Executive Assistant is the trusted right-hand of a visionary entrepreneur, attorney, and certified life coach.

They will help balance and scale three thriving businesses while creating more space for family.

Key Responsibilities
  • Calendar Management:
  • Manage the executive's calendar to prevent conflicts and overlapping appointments, schedule client consultations during preferred time blocks, implement and maintain a color-coded calendar system for clear visibility of different types of commitments, and ensure the calendar is fully updated daily.
  • Email Management:
  • Oversee and organize three separate inboxes, ensuring all emails are reviewed, prioritized, and actioned, respond to emails directly as the assistant, maintaining professionalism and consistency in communication, utilize a custom GPT tool to draft responses aligned with brand voice, tone, and communication standards, and handle actionable items promptly.
  • Content and Social Media Support:
  • Monitor and engage with comments and direct messages across business social media accounts, provide light content support, including basic content creation and posting, and maintain consistency with brand messaging and tone across all digital platforms.
  • Task and Project Coordination:
  • File & Document Management: Organize desktop files and ensure proper digital filing systems are maintained, upload missing documents to Google Drive for secure storage, lead an initial desktop cleanup project, and routine file organization and upkeep. AI (Custom GPT) Support: Support the development and refinement of custom GPTs, categorize and streamline existing GPT chat threads into well-labeled folders, demonstrate an 'AI-forward' mindset, and learn and adapt to evolving AI tools. Canva Management: Manage design templates, cover photos, and marketing collateral within Canva, organize existing projects for streamlined access and usability, and update and refine brand kits for consistency across all brands. Photo & Media Organization: Curate and organize an extensive camera roll across iCloud and mobile devices, sort and categorize media into personal and professional collections, such as family, pets, and travel.
  • Personal Administrative Support:
  • Travel Planning: Arrange travel logistics, including flights, hotel accommodations, and transportation, typically on a monthly basis, and provide organized itineraries with all relevant details in advance. Client Gifting & Referrals: Coordinate and execute client gifting initiatives, manage address lists, source packaging, and ensure timely fulfillment. SOP & Workflow Development: Assist in drafting and implementing Standard Operating Procedures (SOPs) and workflows, ensure documentation reflects brand standards, policies, and communication style.
Required Skills and Qualifications
  • Professional Experience:
  • At least 3 years of experience in a similar role or industry.
  • Skills:
  • Excellent organizational, communication, and interpersonal skills.
  • Education:
  • Bachelor's degree in Business Administration or related field.
Benefits

The ideal candidate will have a passion for innovation, creativity, and teamwork.

They will be comfortable working in a fast-paced environment and able to prioritize tasks effectively.

Strong analytical and problem-solving skills are essential for this role.

Others

This role offers a unique opportunity to work with a dynamic team and contribute to the growth and success of the business.

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