Senior Virtual Assistant

5 days ago

Makati City, National Capital Region, Philippines a Works, Inc. Full time

Remuneration: 45,000-50,000 PHP monthly basic salary plus HMO from day one plus one dependent.

Location: This is a 100% Remote or work-from-home (WFH) role, offering you the flexibility to work from the comfort of your home. However, you must reside within Greater Metro Manila to attend the team Christmas party and other social events.

Working hours: Dayshift. 7 am to 4 pm PHT (Philippines time).

Client Overview: Our client is a leading Australian non-for-profit (NFP) industry association. It works with a global network of likeminded organisations to provide the latest industry information, education, and research about lubricants, to the benefit of its members, the lubricant industry, and all Australians.

Nature of the Role: As a Senior Virtual Assistant (VA), you will be responsible for providing executive assistance, assisting the General Manager (GM), Board Members, and Board Committees, and providing member and administrative support for the association.

Key Responsibilities:

Annually:

  1. Prepare membership invoices, as required throughout the year.
  2. Update the Financial Budget and Financial Scorecard (Excel).
  3. Prepare information for the Annual General Meeting (AGM).
  4. Notify members of the AGM.
  5. Email information to ALA members attending the AGM.
  6. Prepare AGM minutes and email the endorsed minutes to the accountant (within 7 days of the AGM).
  7. Notify the Accountant of Board member changes so the accountant can meet Government requirements (within 7 days of change).

Monthly:

  1. Update the Cash Flow and Financial Scorecard (Excel).
  2. Prepare a summary of accounts payable invoices to be paid by the GM.
  3. Email the Supplier invoices that have been paid to the Board and the Bookkeeper.
  4. Update the Membership database and ensure member information is correct.

Ongoing:

  1. Ensure information for the Board and Committee meetings is forwarded at least two weeks prior to the meetings. Information includes Agenda, Minutes, Financial Information, Scorecard, and other relevant information identified in the agenda.
  2. Attend the Board, Committee, and ad hoc meetings as required and take Minutes.
  3. Format information for the Website, LinkedIn, and other social media as required.
  4. Liaise with the Internet Service Provider to make sure information on the Website is current.
  5. Handle email enquiries from Members, respond or direct them to the GM or appropriate ALA representative.
  6. Work with the Conference committee and assist with the preparation for the annual conference: prepare information, keep records of attendees/sponsors, the payments received, and follow-up on outstanding payments.
  7. Assist with the formatting of documents, spreadsheets, and presentations.
  8. Assist with the documentation of processes and procedures.
  9. Recommend improvements for processes, procedures, and other documentation.
  10. Communicate internally with the GM, Board, and Committees.
  11. Communicate externally with Members, Suppliers/Service Providers.
  12. Assist with ad hoc activities as required from time to time.

Key Requirements:

  1. Business Degree or equivalent.
  2. At least 3-5 years' experience as a Virtual Assistant (VA) supporting senior executives.
  3. At least 18 months' experience supporting a Western business and able to communicate with native English speakers at pace.
  4. Experience using MYOB or the like.
  5. Basic Excel Skills.
  6. Excellent skills in other Microsoft applications: Word and PowerPoint.
  7. Excellent verbal and written communication skills.
  8. Able to type at least 60 words per minute with high accuracy.
  9. Strong attention to detail.
  10. Highly organized and able to work independently.
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