Virtual Assistant (Supporting the Director of Commercial Business Unit | Operations)

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.