Administrative Support Specialist

1 week ago


Barcelona, Philippines beBeeProfessional Full time ₱600,000 - ₱800,000
Executive Support Role

We are seeking an experienced Executive Assistant to support our client operations in a fast-paced environment. This role involves providing administrative support, managing calendars and project timelines, and coordinating media shoots and deliverables.

Key Responsibilities
  • Project Management: Maintain detailed calendars, project timelines, and task tracking to organize real estate shoots, post-production timelines, and creative service deliverables.
  • Client Communication: Draft follow-up emails, coordinate appointments, and prepare polished client-facing materials aligned with brand standards.
  • Inbox and File System Oversight: Keep communications and files organized; tag leads in CRM, archive creative assets, and ensure timely responses across platforms.
  • Proposal Preparation: Assist with preparing client proposals, internal reports, production checklists, and delivery folders with accurate formatting and attention to detail.
  • Media Scheduling: Help coordinate real estate media shoots, delivery timelines, and internal resource scheduling; liaise with photographers, editors, and clients as needed.
Qualifications and Experience
  • Creative Industry Background: Minimum 5.5+ years supporting executives in fast-paced creative or service-based businesses; experience with real estate media or production workflows preferred.
  • Proactive Self-Starter: Must take initiative, work independently, and offer solutions before being asked.
  • Strong Communication Skills: Excellent written and verbal communication; comfortable drafting professional correspondence and interacting with clients.
  • Notion and Tech Proficiency: High proficiency in Notion required. Familiarity with project management tools, G Suite, Dropbox, and GoHighLevel CRM; able to manage digital files, assets, and workflows.
  • Detail-Oriented and Deadline Driven: Demonstrated ability to prioritize, meet timelines, and manage logistics without constant oversight.
  • Client and Team-Oriented Mindset: Committed to supporting internal team performance and client satisfaction by anticipating needs and acting as an integrator across multiple operational areas.
Job Requirements
  • Associate level
  • Full-time employment
  • Administrative job function
  • Advertising and marketing services industries


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