Senior Administrative Coordinator

7 days ago

Dumaguete, Central Visayas, Philippines beBeeMarketing Full time ₱1,500,000 - ₱2,000,000
Job Title: Executive Assistant

We are seeking a highly organized and proactive Administrative Professional to support our operations in managing daily activities, responsibilities, and business objectives. 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:
  • Operational Support:
    • Expertly manage and triage tasks, categorizing, routing, and escalating issues as necessary
    • Optimize scheduling, including planning meetings, resolving conflicts, and sending notifications
    • Maintain and update databases (contact lists, vendor information, etc.)
    • Oversee office supplies and coordinate maintenance
    • Arrange travel, accommodations, itineraries, and related correspondence
    • Create and execute detailed reports for business activities
  • Client & Business Development Support:
    • Triage and respond to inbound inquiries from potential clients
    • Maintain the customer relationship management system 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 our 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 our best interests
    • Support our team 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 our leaders
    • 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 benefits
    • 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 financial reconciliations
    Requirements:
    • 4+ years of experience in executive assistance, communications, or marketing
    • 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

This role requires a detail-oriented, highly organized professional who thrives in a fast-paced environment. If you are a proactive problem-solver with excellent communication and decision-making skills, we encourage you to apply.

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