Administrative Professional

2 weeks ago

Imus, Calabarzon, Philippines beBeeExecutive Full time $50,000 - $70,000
Job Description:

We are seeking an organized and proactive professional to support our daily operations, administrative responsibilities, and marketing efforts. This role requires a self-starter with excellent problem-solving skills, the ability to make independent decisions, and a keen attention to detail.

Key Responsibilities:
  • Expertly manage and triage incoming emails, categorizing, routing, and escalating issues as necessary
  • Optimize calendar management, including scheduling meetings, resolving conflicts, and sending invitations
  • Maintain and update databases (press lists, vendor lists, etc.)
  • Oversee computer and equipment maintenance, management, and procurement
  • Manage office supplies and coordinate maintenance
  • Arrange travel, accommodations, itineraries, and related correspondence
  • Create and execute detailed expense reports for business trips
Client & Business Development Support:
  • Triage and respond to inbound inquiries from potential clients
  • Maintain the CRM and ensure accurate daily updates
  • Assist in organizing and participating in business development activities
  • Send welcome packages to new clients
Communications & Marketing Support:
  • Support in updating website and social content created by the team
  • Manage and assist online entries for awards
  • Reach out to journalists and send press releases
  • Research contacts for journalists, events, and other outlets in the best interests of the organization
  • Support founders in press or event initiatives as required
  • Assist the Founder in managing the content calendar for social media
  • Help coordinate and execute in-house projects such as holiday gifts and events
  • Research speaking engagements for the founders
  • Research opportunities for new business, including contact information for potential partners
HR & Finance Support:
  • Maintain the payroll system, including onboarding/offboarding employees, updating salaries, and managing group insurance plans
  • Draft contracts for employees and freelancers
  • Manage sick leave protocols and communications
  • Support recruitment processes, including triaging candidate applications
  • Coordinate employee onboarding and offboarding (account setup, welcome packages, etc.)
  • Process and manage accounts payable and receivable
  • Perform weekly bookkeeping reconciliations
Requirements:
  • 4+ years of experience in executive assistance, communications, or marketing
  • Must be able to work on Eastern Standard Time (EST)
  • Proven ability to communicate effectively and build relationships
  • Strong organizational and time-management skills
  • Highly motivated, resourceful, and a go-getter mentality
  • Proficient in Google Workspace (Google Sheets, Google Docs, Gmail), Excel, and Microsoft Word
  • Experience with CRM software and sales tools is a plus
  • Comfortable working flexible hours when needed
Benefits:
  • Two weeks of paid time off.
  • Training and development programs.
  • Work from home.

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