Executive Support Specialist

1 day ago

Cagayan de Oro, Northern Mindanao, Philippines beBeeExecutive Full time $40,000 - $62,000
Job Title: Executive Support Specialist

Overview:

The Executive Support Specialist plays a vital role in providing administrative support to various departments within the organization.

This multifaceted role involves managing clerical tasks, coordinating calendars, and assisting with sales, recruiting, or financial processes.

Key Responsibilities:

  • Administrative Support:
    • Organize and maintain records, including data entry and document management.
    • Coordinate and manage schedules, appointments, and meetings across different time zones.
    • Draft, proofread, and manage correspondence, reports, and presentations.
    • Conduct research, collect data, and provide information to support decision-making.
    • Prepare and maintain meeting agendas, minutes, and follow-ups.
    • Assist in the coordination of meetings, conferences, and business development initiatives.
    • Perform ad-hoc administrative duties as needed to support various business units.

Sales or Recruiting & Client Support:

Provide administrative support to the sales team, including CRM system management, sales process tracking, outbound calls, and client communication assistance.

Assist in implementing new sales programs, procedures, and systems.

Coordinate communication between internal teams and external stakeholders, including clients and vendors.

Recruiting:

Provide administrative support to the recruiting team, including ATS management, sourcing, LinkedIn outreach, email outreach, appointment setting, and candidate interviewing.

Coordinate communication between candidates and the designated recruiter.

Financial Support:

  • Manage invoicing, accounts receivable collections, and general bookkeeping tasks.
  • Post financial transactions to accounting software and conduct monthly reconciliations for bank and credit card accounts.
  • Assist with budgeting, financial reviews, and preparation of confidential financial documents.

Technical Support:

  • Utilize tools like Excel to organize data, create charts, and generate reports.
  • Manage and organize digital files and documents using Microsoft Office 365 or Google Workspace and ATS.
  • Support project management efforts by tracking progress and communicating updates.

Required Skills and Qualifications:

  • Experience: 1-3 years of experience in an administrative, virtual assistant, recruiting, or bookkeeping role.
  • Technical Skills: Proficiency in QuickBooks, Microsoft Office 365/Google Workspace. Familiarity with CRM platforms, Slack, ATS, and Zoom.
  • Communication: Excellent command of English, both written and verbal.
  • Organization: Strong organizational skills with the ability to manage multiple tasks and deadlines efficiently.
  • Problem-Solving: Independent problem solver with innovative solutions.
  • Professionalism: Strong work ethic, attention to detail, and the ability to work independently.
  • Adaptability: Flexible to work across different time zones and able to adjust to evolving business needs.

Benefits:

  • Competitive salary and benefits package.
  • Opportunity to work with a dynamic and growing organization.
  • Chance to develop skills and expertise in administrative support.

Others:

  • Flexible work arrangements and remote work options available.
  • Professional development opportunities and training provided.
  • Collaborative and supportive work environment.

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