Senior Executive Coordinator

1 day ago

Bacoor, Calabarzon, Philippines beBeeSupport Full time $9,600 - $15,600
Job Opportunity

About Our Client:

We are a global philanthropic network that unites funders worldwide to accelerate the end of the HIV/AIDS pandemic. We create spaces for funders to collaborate, learn, and lead change together.

We have a purpose-driven mission focused on mobilizing resources to support health equity, human rights, and justice for all. Our team is built on respect, autonomy, and shared accountability.

Key Responsibilities:

  • Strategic Calendar & Time Management:
    • Manage and optimize the executive's schedule to ensure alignment with strategic priorities.
    • Anticipate and prevent scheduling conflicts, balancing professional commitments with personal well-being, particularly during travel periods.
    • Coordinate scheduling of meetings, including recurring calls such as staff meetings, one-on-ones, and biweekly donor meetings.
    • Prepare for regular meetings, including board meetings and working groups, by ensuring timely distribution of agendas and calendar reminders.
    • Protect time for internal staff meetings to maintain effective communication and collaboration.
  • Meeting Preparation & Follow-Up:
    • Collaborate with internal teams and external stakeholders to gather necessary agendas, briefing materials, and logistical details for meetings, both virtual and in-person.
    • Accurately document key decisions and action items during meetings and share updates with relevant parties.
    • Schedule follow-up meetings and track the progress of action items to ensure timely completion.
    • Utilize project and lead tracking tools to support meeting follow-ups and task management.
  • Administrative Support:
    • Add or update contact records promptly after meetings, including notes and relevant information.
    • Manage membership renewals and donation acknowledgments by sending personalized email communications using provided templates.
    • Provide general administrative support as needed, including research and document reviews.
  • Communication & Relationship Management:
    • Manage the executive's inbox, initially supporting and eventually taking full responsibility for email filtering and prioritization.
    • Ensure timely responses to high-priority communications, maintaining strong relationships with internal staff and external stakeholders.
    • Draft and send courteous follow-up emails after conferences and convenings to nurture professional connections.
    • Utilize communication platforms to facilitate efficient correspondence.
  • Travel & Logistics Management:
    • Coordinate complex travel itineraries that prioritize efficiency, cost-effectiveness, and the executive's well-being.
    • Use the organization's travel system to research and book discounted flights and accommodations.
    • Prepare detailed travel documents and schedules, ensuring adequate rest periods are built in, to allow sufficient rest and recovery for the client after each travel.

About Us:

We are a dynamic recruiting firm focused on creating fair opportunities in the business world. We have a team of over 100 people and help US businesses find skilled remote workers and connect these workers with good employers.

We give good benefits, support personal growth, and get involved in the community. We also support good causes like building schools, helping the homeless, and improving education.

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