Executive Administrator

Executive Administrator
At Primordial Alchemist, we are a spiritual organization of Taoiest and Buddhist philosophy. We have a small team that works closely with the CEO/ Teachers. The Executive administrator is a supportive force of the team. The ideal candidate for the role is a flexible problem-solver who has Strong English grammar, communication skills and a detail-oriented mindset. This person should have experience thriving in an administrative role.

Position Overview
Oversee the day-to-day functioning of the office, ensuring that administrative processes run smoothly. Provide support to staff and management, including handling correspondence, preparing documents, and scheduling meetings. Manage communication channels, such as emails and digital membership.

Responsibilities
Work closely to the CEO/ Teachers articulating their response skillfully and clearly to the student through emails, and maintain office efficiency and assisting students with member onboarding and managing their memberships with the Kajabi platform
Perform a variety of administrative duties, such as generating and distributing memos, letters, spreadsheets, forms, sorting and distributing incoming emails. Prepare and send invoices, maintain client databases, track accounts, and assist with copying and distributing production orders and other internal documents. Update spreadsheets used by production, and field services
Schedule and track meetings and appointments.

Required skills and qualifications
Integrity, Commitment and desire to learn new skills, open communication and honesty. Be able to admit if a mistake is made and be able to communicate to the CEO if something needs to be corrected. Mistakes happen.
Commitment, Looking for someone who is looking for a long term relationship and grow with the business
Proven success in office administration
Strong English written and verbal communication skills
Strong time-management and multitasking abilities
Proficiency with office applications like Google Workspace, Microsoft Excel and aptitude for learning new software and systems
Ability to maintain confidentiality of company information
High school diploma or equivalent

If you would like to be part of the team please apply and I will personally read your application, work sample or certificate if apply and answer any questions you may have. In your proposal please start the first line with gold dragon so I know you actually read the job description. Work hours 32 to 40 hours a week, starting at 6:00am PHT

Examples of Administrator Tasks
Calendar management and scheduling appointments.
Organizing and coordinating meetings, including sending invites and preparing agendas.
Taking and distributing meeting minutes.
Managing email correspondence, including organizing, filtering, and responding to emails.
Drafting and proofreading documents, such as reports, proposals, and presentations.
Organizing and maintaining electronic files.
Conducting research and compiling information on various topics.
Creating and updating contact lists or databases.
Coordinating and managing virtual events.
Managing CRM systems and ensuring data accuracy.
Assisting with onboarding new students.
Providing customer support, addressing inquiries, and resolving issues.
Preparing and analyzing reports on key performance indicators (KPIs).
Developing and maintaining standard operating procedures (SOPs).
Managing and tracking projects, ensuring deadlines are met.
Handling confidential information and maintaining discretion.
Monitoring industry news and trends to keep the client informed.
Assisting with online event planning and coordination.
Providing personal assistance, such as gift ecards or appointment scheduling.
Coordinating and communicating with team members.
Organizing and managing online file storage systems, such as Google Drive or Dropbox.
Implementing and managing email filters and rules.
Managing membership, affiliate referral programs.
Setting up and managing online surveys or polls.
Providing regular progress reports and updates