Executive & Project Support Specialist

3 days ago

Marikina City, National Capital Region, Philippines beBeeAdministrative Full time ₱65,000 - ₱85,000
Administrative Professional Job Opportunity

We are seeking a highly organized and proactive administrative professional 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 administrative polish and project management discipline.

The ideal candidate will have 4+ years of experience as an administrative assistant or project management assistant, with a proven ability to manage multiple stakeholders, priorities, and deadlines.

Proficiency with project management tools, Google Workspace, and Microsoft Office is required. Excellent organizational skills, strong communication skills, and comfort facilitating live calls and documenting action items in real-time are also essential.

This is a remote role that requires availability during U.S. hours. We offer a competitive salary range and a comprehensive benefits package, including paid time off, attendance bonuses, and performance bonuses.

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 project management 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

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

Must-Have Qualifications:

  • 4+ years of experience as an administrative assistant or project management assistant
  • Proven ability to manage multiple stakeholders, priorities, and deadlines
  • Proficiency with project management tools, Google Workspace, and Microsoft Office
  • Excellent organizational skills, strong communication skills, and comfort facilitating live calls and documenting action items in real-time

Nice-to-Haves:

  • Experience in marketing, creative agency, or tech/startup environments
  • Familiarity with CRM systems, AI tools, and project documentation best practices
  • Exposure to compliance, vendor coordination, or light client communications

Our company values innovation, teamwork, and continuous improvement. If you are a motivated and organized individual with a passion for administrative work, we encourage you to apply for this exciting opportunity.

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