Offer summary

Qualifications:

5+ years of administrative experience, including 2-3 years supporting an executive/owner., Experience supporting a US-based company as a Virtual Assistant is preferred., Proficient with CRMs, Microsoft 365, and work management platforms., Strong written and verbal English communication skills with attention to detail..

Key responsibilities:

Manage email correspondence and respond on behalf of the Director as needed.

Coordinate meetings, maintain schedules, and take notes during team meetings.

Create and maintain internal reports and standard operating procedures.

Communicate with team members and clients, and assist with travel arrangements.

Job description

Overview:
We are seeking an “athletic” Virtual Assistant (VA) who can handle a variety of predictable and unpredictable tasks to support the Director of Commercial Business Unit | Operations. The Director oversees operations, fleet and facilities management, inventory, IT/Networks, and commercial business. The ideal VA is resourceful, highly organized, and willing to jump into new projects at a moment’s notice.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Email Management: Sort/categorize inbound emails, delete junk/spam, prioritize missed messages, and respond on behalf of 'Director' as needed.
Scheduling & Calendar Management: Coordinate meetings and maintain schedules
Reporting & SOP Updates: Create & maintain internal reports and standard operating procedures
Project Assistance: Manage assignments as directed and adapt to changing priorities
Client & Staff Interface: Communicate with team members and clients on behalf of the Director
Meeting Support: Attend Team meetings, take concise notes, and follow up on tasks
Travel & Miscellaneous Tasks: Book flights, accommodations, and handle any other support needs

Key Qualifications:

Experience: 5+ years of administrative experience, including 2-3 years supporting an executive/owner
VA Background: Experience supporting a US-based company as a VA is preferred
Technical Savvy: Proficient with CRMs, LinkedIn, Microsoft 365 (Outlook, Word, Excel, PowerPoint), work management platforms, and ability to document processes effectively
AI Enthusiasm: Interest or experience in AI tools/processes a plus
Communication Skills: Strong written and verbal English; effective interpersonal skills
Problem-Solving: Able to think on your feet and “figure things out” independently
High Productivity: Demonstrated ability to “get stuff done” quickly and accurately
Attention to Detail: Highly organized with a strong focus on details
Growth-Minded: Willingness to learn and adapt to new tasks or processes quickly
Reliability: Proven track record of availability for a “night shift” in the Philippines

If you’re a quick learner who thrives on variety and loves the challenge of helping an operations leader stay on top of a busy schedule, we’d love to hear from you!

Shift / Hours:

Monday Friday in one single shift, 8:00 AM CST 5:00 PM CST. Note this is +13 or +14 Philippine time, which will be 9:00 PM PHT 6:00 AM in PHT during Daylight Savings Time or 10:00 PM PHT 7:00 AM in PHT outside of Daylight Savings Time.

Required profile