Administrative Operations Coordinator

2 days ago

Batangas, Calabarzon, Philippines beBeeStrategic Full time ₱650,000 - ₱850,000
Job Title: Strategic Support Professional
We are seeking a highly organized and proactive individual 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.
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.
  • Anticipate all travel needs, including accommodations, meals, and personal care.
  • Build comprehensive itineraries with contingency planning.
  • Coordinate amenities, vendors, and local arrangements.
  • Maintain project plans in ClickUp (or similar PM 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.
  • Act as liaison between executives, internal teams, and external partners.
  • Provide regular updates, ask clarifying questions, and ensure smooth handoffs.

Requirements:
  • 4+ years of experience as a Personal Assistant, Executive Assistant, or Project Management Assistant (agency/startup environment preferred).
  • Proven ability to manage multiple stakeholders, priorities, and deadlines.
  • Proficiency with ClickUp (or similar PM tools), Google Workspace, Slack, and Excel/Google Sheets.
  • Excellent organizational skills with strong follow-through and attention to detail.
  • Strong communication skills (written & verbal) across all organizational levels.
  • Ability to work US hours.

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