High-Level Administrative Support Professional

12 hours ago

Angeles City, Central Luzon, Philippines beBeeAdministrative Full time ₱65,000 - ₱85,000
Executive Support Specialist

We're seeking a highly organized and proactive support specialist to provide end-to-end assistance 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.

This is a remote role requiring availability during US hours. We offer a competitive salary range and excellent benefits package including attendance bonus, performance bonus, anniversary bonus, referral bonus, holiday paid time off, and paid time offs.

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 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
  • Assist with ad-hoc tasks such as light copy drafting, vendor coordination, and updating templates

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

Required Skills & Qualifications:

  • 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
  • Comfortable facilitating live calls and documenting action items in real-time
  • Ability to work US hours

Benefits:

  • Attendance Bonus of $25 for every monthly perfect attendance
  • Performance Bonus
  • Anniversary Bonus of PHP 5,000 for your 1st year in service and PHP 10,000 for 2 to 3 years in service
  • Referral Bonus of $300 for every successful referral
  • Holiday Paid Time Off (PTO) for 7 days in a year
  • Paid Time Offs (PTO) for 6 days in a year

Others:

  • Familiarity with CRM systems, AI tools (e.g., ChatGPT), and project documentation best practices
  • Exposure to compliance, vendor coordination, or light client communications
  • Strong time management skills and ability to adapt quickly to changing needs
  • Taking ownership of client/vendor communications as trust is established
  • Expanding into higher-level executive support for leadership, including advanced scheduling, document prep, and project coordination
  • Growing into a key operations partner helping improve processes and efficiency

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