2025-08 | Executive Assistant Virtual Assistant at VAA Philippines

JOB DESCRIPTION

The Executive Assistant Virtual Assistant serves as the primary support to company executives, managing daily schedules, communications, and administrative tasks. This role ensures efficient information flow, organizes meetings, coordinates travel arrangements, and maintains office operations. The ideal candidate is detail-oriented, resourceful, and highly organized, with strong communication skills and the ability to handle sensitive information with discretion.

KEY RESPONSIBILITIES

• Executive Support & Coordination: Act as the primary point of contact among executives, employees, clients, and external partners, managing information flow accurately and efficiently.
• Calendar & Meeting Management: Manage executives’ calendars, schedule and set up meetings, and take minutes during discussions.
• Administrative & Travel Coordination: Make travel and accommodation arrangements, oversee the performance of other clerical staff, and manage office supply inventory.
• Financial Tracking & Reporting: Track daily expenses and prepare weekly, monthly, or quarterly reports (bookkeeping).
• Communication & Correspondence: Format information for internal and external communication (memos, emails, presentations, reports), screen and direct phone calls, and distribute correspondence.
• Outreach potential clients through LinkedIn and other platforms
• Conduct research and create a detailed output
• Filing & Organization: Organize and maintain the office filing system.

LINE OF BUSINESS (LOB)

• Executive Virtual Assistance, focused on providing high-level administrative, organizational, and communicative support to executives and management.
• Specialized in (e.g., Executive Support, Calendar & Meeting Management, Administrative Coordination, Financial Tracking, Communication & Correspondence, Office Organization)
• Focus Areas:
  • Acting as a central point of contact and managing information flow for executives.
  • Comprehensive management of calendars, meetings, and travel logistics.
  • Handling financial tracking, expense reporting, and basic bookkeeping.
  • Overseeing and organizing office administration and filing systems.
  • Preparing and distributing various internal and external communications.

QUALIFICATIONS

• High school graduate, college undergraduate, or college graduate.
• Having experience in bookkeeping and accounting is a plus.
• Proficient in utilizing various software applications, including Microsoft Word, PowerPoint, and Excel, as well as Google Docs, Slides, and Sheets.
• Familiarity with various work gadgets and applications, including Gmail, Outlook, Microsoft Teams, and project/task management and calendar tools.
• Resourceful in finding solutions to problems that may arise during work.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Outstanding organizational skills.
• Fluent in English, both written and spoken.
• Good time-management skills and the ability to meet deadlines.
• With good character and willing to work on a graveyard shift is a plus.
• Detail-oriented person
• Willingness to undergo training and adapt to new processes
• Available for a full-time job.

SYSTEM REQUIREMENTS

Main Device:

• Processor: Intel Core i3 / Ryzen 3 (5th Gen or higher) or AMD equivalent.
• RAM: 8 GB or higher.
• Storage: Minimum of 112 GB.
• Internet Speed: At least 20 Mbps for both download and upload speeds.

Backup Device:

• Processor: Intel Core i3 / Ryzen 3 (5th Gen or higher) or AMD equivalent.
• RAM: Minimum 4 GB.
• Storage: Minimum of 112 GB.
• Internet Speed: At least 10 Mbps for both download and upload speeds.

Note: The use of mobile phones or tablets is not accepted for this role.