Executive Assistant – Intake & Marketing (Mandarin)

IFIVE INC.; Pasig; On-site; PHP 279,000 - 390,600; Full time

Benefits offered by this job

Competitive compensation and benefits packages

Continuous professional development

Regular engagement activities

Job summary

A leading global company is searching for an Executive Assistant to support its Intake and Marketing teams in the Philippines. This role involves organizing lead management, preparing client files, and ensuring effective communication within the team. The ideal candidate should have at least 1 year of experience in administrative roles, be fluent in Mandarin and English, and possess strong organizational skills. The position requires onsite work and may involve US night shifts.

Qualifications

• At least 1 year experience in administrative support, intake coordination, or marketing support.
• Experience working with shared inboxes and document management.
• Ability to follow structured processes and meet deadlines.

Responsibilities

• Provide administrative support to Intake and Marketing teams.
• Manage lead status and client documents in the CRM.
• Coordinate onboarding processes to ensure accuracy and timeliness.
• Respond to inquiries from various communication channels.

Skills

Organizational skills

Time management

Communication skills

Fluent in Mandarin

Fluent in English

Education

Graduate of any related course

Tools

CRM systems

Document management tools

Job description

Highlights

• Competitive compensation and benefits packages
• Continuous professional development and learning opportunities
• Regular engagement activities and events

Executive Assistant – Intake & Marketing

Work for our global clients and immerse in our rich and diverse company culture where you can thrive, grow and be #DecidedlyDifferent!

ROLE OVERVIEW

The Executive Assistant – Intake & Marketing is responsible for providing administrative and operational support to the Intake and Marketing teams by ensuring workflows, lead management, client file preparation, onboarding readiness, and communication channels are handled accurately and on time. This role is ideal for a highly organized and detail-oriented professional who can follow established systems, manage multiple priorities, and help the team remain efficient, responsive, and client-focused.

MAIN RESPONSIBILITIES

Lead Management & Rejections

• Draft and send templated rejection emails to non-qualified leads within the required turnaround time.
• Accurately tag and update lead status in the CRM and log disqualification reasons for reporting and marketing review.
• Handle basic rejection calls using standard scripts when necessary.
• Track follow-ups for leads awaiting documents or clarification and elevate when needed.

File & Document Preparation Support

• Upload and organize client documents in the required systems and shared folders.
• Prepare intake files and ensure all required fields and checklists are completed prior to endorsement.
• Assist in task management for intake-to-onboarding transitions.
• Conduct file audits to ensure completeness and accuracy before handoff to the next team.

Client Onboarding Preparation

• Ensure all intake forms, IDs, accident details, and contact information are complete and properly saved.
• Verify accuracy of client information before moving files to onboarding.
• Track the status of retainers and required documents.
• Coordinate with the Team Lead to prevent delays and missed steps in the onboarding process.

Communication & CRM Monitoring

• Respond to incoming messages from CRM platforms, social media channels, and website chat using approved templates.
• Ensure all leads and inquiries are tagged, responded to, rejected, or escalated accordingly.
• Monitor voicemail and missed calls and ensure timely callbacks when required.

Inbox & Scheduling Support

• Manage shared intake and marketing inboxes, including filtering, flagging, and follow-ups.
• Ensure all messages meet the required response time.
• Confirm, schedule, or reschedule appointments based on team direction.
• Track and tag referral sources from inbound communications.

Marketing Support

• Manage marketing leadership inbox and calendars, including internal meetings, shoots, podcasts, and deadlines.
• Draft weekly marketing meeting agendas and track action items from previous meetings.
• Monitor social media inboxes and log potential leads or inquiries.
• Organize marketing files such as testimonials, graphics, and campaign assets.
• Prepare simple reports on campaign lead volume and source attribution as needed.

REQUIREMENTS

• Preferably a graduate of any related course.
• Fluent in Mandarin and English (spoken and written).
• At least 1 year experience in administrative support, intake coordination, marketing support, or similar roles.
• Strong organizational and time management skills with high attention to detail.
• Experience working with CRM systems, shared inboxes, and document management tools is preferred.
• Excellent written and verbal communication skills.
• Ability to follow structured processes and meet deadlines consistently.
• Proficient in data entry, file management, and calendar coordination.
• Comfortable working in a fast-paced, task-driven, and highly collaborative environment.
• Open to work on US time zones / night shift schedule.
• Willing to work onsite at Tower 1,Rockwell Business Center, Ortigas, Pasig City (beside The Medical City).