Remote Senior Executive and Project Coordinator

16 hours ago

Bacoor, Calabarzon, Philippines beBeeAdministrative Full time $65,000 - $85,000
Job SummaryWe are seeking a highly organized and proactive Executive & Project Management Assistant to provide end-to-end support across executive needs, project management, and operational coordination. This role requires someone who thrives in a fast-paced environment, can juggle multiple priorities, and brings both executive assistant polish and project management discipline.

This is a remote role that requires availability during U.S. hours.

Key Responsibilities
  • Manage Calendars and Appointments: Manage calendars, appointments, and scheduling with proactive conflict resolution.
  • Handle Personal Errands: Handle personal errands, research vendors/services, and coordinate lifestyle needs.
  • Screen and Manage Communications: Screen and manage communications (email, Slack, phone), ensuring timely responses.
  • Organize Complex Meetings: Organize complex meetings (virtual/in-person), prepare agendas, gather materials, and capture minutes.
Travel and Logistics Management
  • Anticipate Travel Needs: Anticipate all travel needs, including accommodations, meals, and personal care.
  • Build Itineraries: Build comprehensive itineraries with contingency planning.
  • Coordinate Amenities: Coordinate amenities, vendors, and local arrangements.
Project and Task Management
  • Maintain Project Plans: Maintain project plans in ClickUp (or similar PM tools), assign tasks, track deadlines, and ensure deliverables.
  • Manage Daily Agendas: Manage daily agendas, meeting prep, and top-of-day reminders for executives.
  • Track Project Progress: Track backend project progress across multiple clients/accounts.
  • Support Reporting: Support reporting and data entry into project boards and dashboards.
  • Assist with Ad-Hoc Tasks: Assist with ad-hoc tasks such as light copy drafting, vendor coordination, and updating templates.
Must-Have Qualifications
  • 4+ Years of Experience: 4+ years of experience as a Personal Assistant, Executive Assistant, or Project Management Assistant (agency/startup environment preferred).
  • Proven Ability to Manage Multiple Stakeholders: Proven ability to manage multiple stakeholders, priorities, and deadlines.
  • Proficiency in Tools: Proficiency with ClickUp (or similar PM tools), Google Workspace, Slack, and Excel/Google Sheets.
  • Excellent Organizational Skills: Excellent organizational skills with strong follow-through and attention to detail.
  • Strong Communication Skills: Strong communication skills (written & verbal) across all organizational levels.
  • Comfortable Facilitating Live Calls: Comfortable facilitating live calls and documenting action items in real-time.
  • Ability to Work US Hours: Ability to work US hours.
Bonus Information
  • Experience in Marketing, Creative Agency, or Tech/Startup Environments: Experience in marketing, creative agency, or tech/startup environments.
  • Familiarity with CRM Systems: Familiarity with CRM systems, AI tools (e.g., ChatGPT), and project documentation best practices.
  • Exposure to Compliance: Exposure to compliance, vendor coordination, or light client communications.
  • Strong Time Management Skills: Strong time management skills and ability to adapt quickly to changing needs.
  • Take Ownership of Client/Vendor Communications: Take ownership of client/vendor communications as trust is established.
  • Expand into Higher-Level Executive Support: Expand into higher-level executive support for leadership, including advanced scheduling, document prep, and project coordination.
  • Grow into a Key Operations Partner: Grow into a key operations partner helping improve processes and efficiency.

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