Administrative & Scheduling Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Facilitate meetings among potential clients, external partners, and members of the Business Development team.

• Oversee scheduling requests and synchronize calendars across various US time zones, mainly Eastern Time.

• Engage with prospects via email to ascertain their availability, confirm meetings, and manage scheduling adjustments.

• Dispatch professional meeting invitations, calendar holds, and confirmations, ensuring all information is correct.

• Track meeting confirmations and proactively follow up with prospects for any outstanding responses.

• Handle rescheduling requests, address calendar conflicts, and minimize scheduling delays.

• Ensure meetings include the relevant internal stakeholders and that participants receive all necessary information.

• Keep precise records of scheduled meetings, communications, and follow-up activities.

• Arrange travel for the Business Development team and others upon request.

• Provide general administrative support to the organization and other departments as necessary.

⛳️ Requirements

• A minimum of 2 years of experience in administrative support, virtual assistance, scheduling, executive assistance, or a related coordination role.

• Outstanding written and verbal communication skills in English, including excellent grammar, spelling, punctuation, and proofreading capabilities.

• Ability to independently compose polished, professional business emails and correspondence.

• Extensive experience in calendar management, meeting coordination, and scheduling across multiple time zones.

• Proficiency in Google Workspace and/or Microsoft Office, particularly Gmail or Outlook, Google Calendar or Outlook Calendar, Word or Google Docs, and Excel or Google Sheets.

• Strong organizational skills with exceptional attention to detail.

• Capability to manage multiple priorities, meet deadlines, and work independently with minimal supervision.

• Professional, responsive, and comfortable communicating directly with US-based colleagues and external stakeholders.

• Reliable internet connectivity and a suitable remote working environment.

• Willingness and ability to work hours that align with US business operations, including US Eastern Time.

• High level of professionalism, accountability, discretion, and adaptability.

• Preferred: experience supporting a US-based company or collaborating with US-based clients and stakeholders.

• Preferred: experience in supporting Business Development, Sales, Partnerships, or other client-facing teams.

• Preferred: experience in healthcare, life sciences, technology, or another fast-paced business environment.

🏝️ Benefits

• Remote work arrangement.

• Suitable remote working environment.

• Requirement for reliable internet connectivity.