Administrative Assistant to Senior Leadership

2 days ago

Manila, National Capital Region, Philippines beBeeExecutive Full time ₱900,000 - ₱1,200,000
Job Overview
This role requires an organized and proactive Executive Assistant to provide day-to-day support to the Director. The ideal candidate will possess excellent communication and interpersonal skills, with the ability to juggle competing priorities.

The Executive Assistant is responsible for managing the Director's email inbox, scheduling meetings and appointments, and providing daily reminders of critical tasks and follow-ups. This role also contributes to broader team functionality by assisting with administrative tasks across client onboarding, deal progression, and document management.

The successful candidate will be a key liaison between the Director and clients and internal team members. They will have strong organizational and time management skills, proficiency in collaboration tools such as Broker Engine, Microsoft 365, and other relevant software. Additionally, they will be passionate about finance and have a solutions-focused mindset with a high degree of discretion and professionalism.

This is a remote role that will be set up via an Employer of Record (EOR) service. The candidate will be expected to be available for meetings and collaboration during core business hours, disclose any existing ongoing roles or client work, and reflect this engagement on their LinkedIn profile.

Responsibilities include:
  • Managing the Director's email inbox and filtering messages according to internal protocols
  • Forwarding emails to appropriate team members or responding on behalf of the Director where appropriate
  • Scheduling meetings and appointments with clients and external parties
  • Providing daily reminders of critical tasks and follow-ups
  • Maintaining and updating the Director's calendar with all relevant meetings, events, and deadlines

Key Responsibilities for Client Onboarding Officer
  • Creating new leads in BrokerEngine as required
  • Sending Cash Deck requests to clients or lenders
  • Creating new Dropbox folders using naming templates
  • Locating and transferring older client documents into new folders for consistency
  • Saving, renaming, and organizing documents within Dropbox in line with file protocols
  • Saving and organizing finalized Cash Decks
  • Running and saving Equifax reports
  • Downloading and filing deal reports in Dropbox

Weekly and Monthly Responsibilities
  • Reviewing the Director's calendar and ensuring all meetings are correctly scheduled and prepared for
  • Maintaining clean and up-to-date email and task lists
  • Checking in with team members to confirm completion of delegated tasks
  • Reconciling any outstanding follow-ups from the Director's communication backlog
  • Assisting with monthly planning meetings by ensuring agendas, notes, and follow-ups are documented

Required Skills and Qualifications
  • Proven experience supporting senior executives (EA, Team Assistant, or Business Support roles)
  • Strong organizational and time management skills; ability to juggle competing priorities
  • Excellent communication (verbal and written) and interpersonal skills
  • Proactive, solutions-focused mindset with a high degree of discretion and professionalism
  • Proficiency in Broker Engine, Apply online, Quickli, Microsoft 365 (Outlook, Excel, PowerPoint, Teams) and other collaboration tools
  • Passionate about finance
  • Someone who is ideally down to earth, proactive, happy to help
  • Confident in supporting a Director and holding to account on questions and queries
  • Ideally has worked in Finance/Mortgage Broker

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