Advanced Scheduling Specialist

3 days ago

Manila, National Capital Region, Philippines beBeeSupport Full time ₱60,000 - ₱120,000

Senior Support Specialist with Advanced Scheduling Expertise

This role involves providing proactive and seamless support to senior leaders across multiple functional areas. To be successful in this position, you should have exceptional organizational skills, the ability to handle complex scheduling, and a proactive approach to managing dynamic priorities.

Main Responsibilities:

  1. Schedule Management:
    Manage intricate schedules across various time zones, allocating time effectively and prioritizing meetings.
    Coordinate recurring and ad-hoc meetings, including 1:1s and team gatherings.
  2. Communication Management:
    Serve as the primary point of contact for internal and external communications on behalf of senior leaders.
    Draft, review, and manage email, Slack, and task-based communications for timely follow-ups and responses.
  3. Meeting Coordination:
    Organize and prepare for meetings, setting agendas, taking notes, and following up on action items.
    Participate in team and leadership meetings as required to gain context on priorities and critical business activities.
  4. Travel Coordination:
    Plan and coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries.
  5. Administrative Support:
    Handle confidential information with discretion and professionalism.
    Assist in programmatic scheduling for internal events, onboarding sessions, and other one-off projects.
  6. Team Collaboration:
    Collaborate with other administrative professionals to ensure smooth operations across functional areas.

Required Skills and Qualifications:

  1. Proficiency in Asana is required, along with experience using GCal, Gmail, and Slack.
  2. Experience working on a Mac operating system is necessary.
  3. A minimum of 3 years of experience as an Executive Assistant to C-levels (CEO, COO etc) or a similar role supporting multiple leaders in different time zones.
  4. A Bachelor's degree or any certificate course is required.
  5. Excellent phone, email, and instant messaging communication skills.
  6. Excellent English communication skills, both written and verbal (at least B2 level).
  7. Solid organizational & time management skills.
  8. Tech savvy & familiar with current technologies, like desktop sharing, cloud services, and VoIP.
  9. Experience with word-processing software and spreadsheets (e.g., MS Office).
  10. Knowledge of online calendars and scheduling (e.g., Google Calendar).
  11. A proactive attitude & willingness to be trained.
  12. The ability to work on a graveyard shift.

Benefits Package:

  1. Health Insurance.
  2. Performance Incentives.
  3. Job Security and Stability.
  4. Paid Training.
  5. Inclusive Culture.
  6. Upskilling Opportunities.
  7. 100% Remote Work Arrangement.
  8. An Exceptionally Supportive Team.
  9. Opportunities for Career Growth.
  10. A Fun Work Environment.
  11. Holiday & Overtime Pay.

Work Schedule: Flexible, depending on the leader's time zone.

Location: Remote work arrangement.

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