Executive Operations Coordinator (Office of the CEO)

Beep; Philippines; Hybrid; PHP 600,000 - 1,000,000; Full time

Job summary

Beep is seeking an Executive Operations Coordinator to assist the CEO and the Executive Leadership Team in Makati City and Pasay City. The role combines administrative excellence with strategic project support in a fast-paced environment.

The ideal candidate is highly organized, detail-oriented, and proficient with MS Teams, Zoom, and Apple devices, with at least three years in executive support and a strong business acumen.

Qualifications

• Bachelor’s degree in Business Administration, Management, Communications, Hospitality, Tourism Management, Law or related field.
• At least three (3) years of experience as an Executive Assistant, Chief of Staff, or similar role in a fast-paced environment.
• Familiarity with office gadgets and business applications; proficient with MS Teams, Zoom, and Apple products.

Responsibilities

• Draft and edit emails, memos, and communications for the CEO.
• Support Board of Directors management and meeting logistics.
• Assist Executive Leadership Team in pursuing CEO objectives.
• Plan and execute events and meetings, including planning and RSVPs.
• Manage CEO calendar, appointments, and emails with discretion.
• Prepare weekly, monthly, and quarterly reports and minutes.
• Coordinate communication among executives, employees, clients, and partners.
• Support confidential issues and coordinate cross-department projects.
• Provide admin support to Commercial, CA & Special Projects, Marketing, and Operations teams.

Skills

Organized

Legal documents

Decision making

Communication

Business acumen

Emotional intelligence

Education

Bachelor’s degree in Business Administration/Management/Communications/Hospitality/Law

Tools

MS Teams

Zoom

Microsoft Office

Apple devices

Job description

URGENT HIRING: Executive Operations Coordinator
Location: Makati City and Pasay City
Work Set Up: Full-time | Hybrid Work Setup

Are you highly organized, detail-oriented, and thrive in a fast-paced executive environment? We are seeking anExecutive Operations Coordinatorto support our CEO and Executive Leadership Team. This role is integral to ensuring smooth operations at the highest level of the organization.

Key Responsibilities

• Draft and edit emails, memos, communications, and other correspondences on behalf of the CEO.
• Provide Board of Directors management and meeting support, coordinating with their Executive Assistants.
• Extend ad-hoc support to the Executive Leadership Team in line with the CEO’s strategic objectives.
• Plan and execute events and meetings including weekly sessions, semi-annual strategic planning, executive meetings, and other events.
• Organize event logistics (venue, catering, equipment), coordinate invites, and track RSVPs.
• Manage and coordinate the CEO’s calendar, appointments, and emails, prioritizing sensitive matters.
• Serve as the point of contact among executives, employees, clients, and external partners.
• Prepare weekly, monthly, and quarterly reports; review and finalize Minutes of Meetings and PowerPoint presentations.
• Communicate on behalf of the CEO with department managers, clients, suppliers, and stakeholders.
• Research, prioritize, and follow up on confidential and sensitive issues requiring the CEO’s attention.
• Provide project management support, coordinating special projects across multiple departments.
• Deliver administrative and tactical support to Commercial, CA & Special Projects, Marketing, and Operations teams.

Functional Competencies

• Self-motivated and highly organized, who thrives in dynamic environments
• Knowledgeable in legal documents
• Strong decision-making and problem-solving abilities
• Excellent communication and presentation skills
• Strong business acumen
• High emotional intelligence and interpersonal skills

Education and Work Background

• Bachelor’s degree in Business Administration, Business Management, Communications, or Hospitality, Tourism Management, or Law or related field
• Work experience as an Executive Assistant, Chief of Staff in Rail or transportation industry, Personal Assistant or similar role for at least three (3) years
• Familiarity with office gadgets, social technologies (e.g. MS Teams, Zoom), business applications and Apple products
• Proven ability to manage multiple priorities in a fast-paced, high-pressure environment
• Experience in project management or operations is a strong advantage
• Experience in preparing executive-level reports, presentations, and event planning.