Sr. Administrative Support Specialist (High Level CEO Support) Hybrid w/ Signing Bonus

Spectra360; Cebu City; Sur place; PHP 360 000 - 480 000; Plein temps

Avantages offerts par ce poste

Perfect attendance bonus

HMO and Life Insurance on Day 1

Free coffee every day

Anniversary bonuses

Friendly work environment

Résumé du poste

Spectra360 in Cebu City, Philippines, is seeking an Executive Administrative Specialist to support the CEO and US-based operations. The role centers on organized administrative leadership, calendar management, travel planning, and document control.

You will work primarily with Microsoft 365, SharePoint, and Monday.com to keep tasks in motion, ensure accuracy, and maintain confidential information with discretion.

Qualifications

• 4+ years in administrative or executive support roles; experience supporting a CEO.
• Experience supporting a U.S.-based CEO with overlap with U.S. hours.
• Excellent written and verbal English communication.
• Proficiency with Microsoft 365.
• Experience coordinating travel and managing executive calendars.
• Ability to work with high autonomy and discretion.

Responsabilités

• Complete various business and personal tasks for the CEO.
• Conduct research, gather information, and prepare summaries as requested.
• Coordinate appointments, reservations, online purchases, and related logistics.
• Book and manage the CEO's travel, including flights, trains, hotels, and ground transportation.
• Build itineraries and handle changes, cancellations, and special travel requirements.
• Track assigned items and follow through to completion, providing timely status updates.
• Manage the CEO’s calendar across time zones.
• Send invitations with agendas and create Teams links for meetings.
• Coordinate the CEO’s recurring leadership and team meetings.
• Capture and distribute notes and action items, and follow up on open items.

Connaissances

Administrative experience

Executive support to CEO

English proficiency

Microsoft 365

Travel coordination

Calendar management

Discretion & confidentiality

Autonomy

AI tools (ChatGPT/Claude)

Outils

SharePoint

Monday.com

Microsoft 365

Description du poste

Join our team and enjoy a competitive signing bonus for qualified candidates.

Work Schedule: Full-time, with daily overlap with U.S. Eastern Time business hours

Amazing Benefits Include:

• Competitive Salary + Perfect Attendance Bonus of Php2,000
• HMO and Life Insurance on Day 1
• Free coffee every day (because we care about your energy!)
• Anniversary Bonuses
• A fun, friendly, and non-toxic work environment

Be the Right Hand to Our CEO

We're looking for a highly organized, proactive, and detail-oriented Executive Administrative Specialist. The Administrative Support Specialist provides centralized administrative and coordination support across The 360 Companies, consolidating recurring tasks currently distributed among multiple team members into a single dedicated role.

Working from Cebu in support of U.S.-based operations, this position provides direct day-to-day support to the CEO and keeps documentation, purchasing, and recognition programs running smoothly.

The role works primarily within Microsoft 365 and SharePoint, and receives, tracks, and updates assigned work through Monday.com.

What We're Looking For

• 4+ years in administrative, executive assistant, operations support, or Senior/ Lead roles; supporting a CEO.
• Experience supporting a U.S.-based CEO, with reliable overlap with U.S. business hours
• Excellent written and verbal English communication skills
• Proficiency with Microsoft 365
• Experience coordinating travel and managing calendars for an executive is a plus
• Strong organization, attention to detail, and consistent follow-through on recurring tasks
• Sound judgment and discretion in handling confidential information and elevated system permissions
• Demonstrated ability to operate with high autonomy — anticipating needs, exercising independent judgment on priorities, and proactively surfacing issues or recommendations.
• Self-directed, with the ability to manage multiple priorities with minimal supervision
• Experience with AI tools, such as ChatGPT and Claude

What You'll Be Doing

• Complete a variety of business and personal tasks assigned by the CEO
• Conduct research, gather information, and prepare summaries as requested
• Handle assigned coordination and errands, such as appointments, reservations, online purchases, and related logistics
• Book and manage the CEO’s travel, including flights, trains, hotels, and ground transportation
• Build itineraries and handle changes, cancellations, and any special travel requirements
• Track assigned items and follow through to completion, providing timely status updates
• Manage the CEO’s calendar, including scheduling, rescheduling, and resolving conflicts across time zones
• Send invitations with agendas and create Teams links for the CEO’s meetings
• Coordinate the CEO’s recurring leadership and team meetings
• Capture and distribute notes and action items, and follow up on open items

SharePoint & Shared Drive Administration

• Maintain folder structure, naming conventions, and taxonomy across brands
• Upload, categorize, and tag documents; archive outdated versions
• Manage folder permissions and respond to access requests
• Periodically clean up misfiled or duplicate files
• Maintain version control and a single source of truth for SOPs
• Format and update documentation to company templates
• Track SOP review schedules and follow up with owners ahead of deadlines
• Apply consistent document retention and naming standards
• Place and track Amazon Business orders for office needs
• Manage Ready Refresh and other recurring vendor deliveries
• Maintain an order log, reconcile receipts, and resolve delivery discrepancies

New Branch Office Setup — Assigned Support

• Complete specific branch-setup tasks as assigned, such as placing supply, furniture, or equipment orders
• Track assigned orders and delivery timelines and report status to the task owner

Note: This role assists with assigned tasks only and is not responsible for the overall branch-setup process.

• Maintain the anniversary and milestone tracker with advance reminders
• Order and track recognition gifts and confirm delivery
• Draft and send recognition announcements
• Support recognition programs such as Elite360

Assigned tasks are received, tracked, and updated through Monday.com.

What Success Looks Like (First 90 Days)

• Assigned CEO business, personal, and travel tasks are completed accurately and on time
• SharePoint and documentation are kept clean, current, and well-organized
• Purchasing and recurring orders are tracked to closure with nothing falling through
• CEO calendar and meeting logistics run smoothly across time zonesThe recognition and anniversary program runs reliably on schedule

Ready to Make an Impact?

If you are highly organized, detail-oriented, and thrive in a support role that requires discretion, ownership, and follow-through, we'd love to hear from you.