Executive Assistant

17 hours ago

Davao City, Davao, Philippines beBeeBusiness Full time $1,100 - $1,500

Job Title: Business Operations Coordinator

">Job Overview

We are seeking a highly organized and proactive individual to support our team in managing daily operations, administrative responsibilities, and marketing. This role requires excellent problem-solving skills, the ability to make independent decisions, and a keen attention to detail.

Experience in marketing and social media is a plus.

Key Responsibilities
  • Administrative & Operational Support:
  • Manage and triage emails, categorize, route, and escalate issues as necessary
  • Optimize calendar management, schedule meetings, resolve conflicts, and send invitations
  • Maintain and update databases (press lists, vendor lists, etc.)
  • Oversee computer and equipment maintenance, management, and procurement
  • Manage office including ordering supplies and coordinating maintenance
  • Arrange travel, accommodations, itineraries, and related correspondence
  • Create and execute detailed expense reports for business trips
  • Client & Business Development Support:
  • Triage and respond to inbound inquiries from potential clients
  • Maintain the CRM and ensure accurate daily updates
  • Assist in organizing and participating in business development activities
  • Send welcome packages to new clients
  • Communications & Marketing Support:
  • Support in updating website and social content created by the team
  • Manage and assist online entries for awards
  • Reach out to journalists and send press releases
  • Research contacts for journalists, events, and other outlets in the best interests of our organization
  • Support in managing the content calendar for social media
  • Help coordinate and execute in-house projects such as holiday gifts and events
  • Research speaking engagements for our leadership team
  • Research opportunities for new business, including contact information for potential partners
  • HR & Finance Support:
  • Maintain the payroll system, including onboarding/offboarding employees, updating salaries, and managing group insurance plans
  • Draft contracts for employees and freelancers
  • Manage sick leave protocols and communications
  • Support recruitment processes, including triaging candidate applications
  • Coordinate employee onboarding and offboarding (account setup, welcome packages, etc.)
  • Process and manage accounts payable and receivable
  • Perform weekly bookkeeping reconciliations
Requirements
  • 4+ years of experience in executive assistance, communications, or marketing
  • Must be able to work during Eastern Standard Time (EST)
  • Proven ability to communicate effectively and build relationships
  • Strong organizational and time-management skills
  • Highly motivated, resourceful, and a go-getter mentality
  • Proficient in Google Workspace (Google Sheets, Google Docs, Gmail), Excel, and Microsoft Word
  • Experience with CRM software and sales tools is a plus
  • Comfortable working flexible hours when needed

A detail-oriented, highly organized professional who thrives in a fast-paced environment will fit well in this role. If you are a proactive problem-solver with excellent communication and decision-making skills, we encourage you to apply.

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