Administrative & Scheduling Coordinator

We are seeking a highly organized, proactive, and detail-oriented Administrative & Scheduling Coordinator based in the Philippines to support our Business Development team and other functions across a US-based organization.

This role will primarily focus on coordinating meetings with prospective clients, partners, and other external stakeholders to support the Business Development team's outreach and relationship-building efforts. The ideal candidate will have exceptional written and verbal English communication skills, a polished and professional approach to external correspondence, and the ability to manage scheduling and follow-up across multiple time zones.

In addition to prospect meeting coordination, this individual will provide administrative and operational support to other functions across the organization as needed. The successful candidate will be comfortable communicating directly with external stakeholders, managing competing priorities, and working independently in a fast-paced, remote environment.

Key Responsibilities

• Coordinate meetings between prospective clients, external partners, and members of the Business Development team.
• Manage scheduling requests and coordinate calendars across multiple US time zones, primarily Eastern Time.
• Communicate with prospects via email to identify availability, confirm meetings, and coordinate scheduling changes.
• Send professional meeting invitations, calendar holds, and confirmations, ensuring all details are accurate.
• Monitor meeting confirmations and proactively follow up with prospects when responses are outstanding.
• Manage rescheduling requests, resolve calendar conflicts, and minimize scheduling delays.
• Ensure meetings are scheduled with the appropriate internal stakeholders and that participants have the necessary information.
• Maintain accurate records of scheduled meetings, communications, and follow-up activities.
• Book travel for the Business Development team and others, as requested. 
• Provide general administrative support to the organization  and other departments as needed.

Qualifications

• 2+ years of experience in administrative support, virtual assistance, scheduling, executive assistance, or a similar coordination role.
• Exceptional written and verbal English communication skills, including excellent grammar, spelling, punctuation, and proofreading abilities.
• Demonstrated ability to independently draft polished, professional business emails and correspondence.
• Strong experience with 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 and exceptional attention to detail.
• Ability 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 degree of professionalism, accountability, discretion, and adaptability.

Preferred Qualifications

• Experience supporting a US-based company or working with US-based clients and stakeholders.
• Experience supporting Business Development, Sales, Partnerships, or other client-facing teams.
• Experience working in healthcare, life sciences, technology, or another fast-paced business environment.