Position Overview
We are seeking a proactive and detail-oriented Facilities Coordinator to join our team in the Philippines. This onsite role will provide critical calendar management and administrative support to senior leaders while leveraging events experience to enhance operational efficiency.
Key Responsibilities
Calendar Management
- Manage and coordinate complex calendars for client Senior Leaders.
- Schedule meetings across multiple time zones, ensuring optimal timing for all participants
- Proactively resolve scheduling conflicts and prioritize meeting requests
- Send meeting invitations, track responses, and maintain accurate calendar records
- Adjust and rescheduling meetings as needed, including after-hours modifications to accommodate attendees from different regions
Administrative Support
- Provide general administrative assistance to the leadership team
- Coordinate logistics for meetings, including room bookings and technical requirements
- Prepare meeting materials and documentation as required
- Handle correspondence and communication on behalf of the team
- Support ad-hoc projects and tasks assigned by supervisor
Event Coordination Support
- Apply events management experience to support team activities and initiatives
- Assist with planning and coordinating internal events or gatherings
- Manage event-related logistics and vendor communications when applicable
Required Qualifications
Experience & Skills
- Proven experience in calendar management and executive administrative support
- Background in events management or coordination
- Strong organizational skills with exceptional attention to detail
- Excellent written and verbal communication skills
- Proficiency in Microsoft Office Suite (Outlook, Teams, Excel, Word)
- Ability to work independently and anticipate needs proactively
Work Requirements
- Based in the Philippines - Manila
- Onsite work arrangement required
- Flexibility to work after office hours on as-needed basis (not daily) to manage calendar adjustments for attendees in other time zones
- Strong time management skills to balance regular duties with occasional extended hours
Preferred Qualifications
- Experience supporting multiple executives or senior leaders simultaneously
- Familiarity with cross-cultural business environments
- Understanding of different time zones and international business hours
- Previous experience in corporate facilities or workplace services
Key Competencies
- Discretion and confidentiality in handling sensitive information
- Problem-solving mindset with ability to make sound decisions
- Adaptability and flexibility in a fast-paced environment
- Strong interpersonal skills and professional demeanor
- Customer Service Orientation
If this job description resonates with you, we encourage you to apply, even if you don't meet all the requirements. We're interested in getting to know you and what you bring to the table!
To apply, please submit your resume and a brief cover letter highlighting your relevant calendar management and events experience.
