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Administrative Assistant

4 weeks ago

Quezon City, National Capital Region, Philippines Intelassist Full time

Employment Type: Full-Time Employment
Work Setup: Onsite onboarding for two weeks, followed by a transition to a remote setup.
Work Schedule: Night Shift (Following U.S. Time Zone)
Location: Eastwood, Libis, Quezon City
Salary Package: 45,000 to 55,000 PHP/Monthly

Job Description:

The Administrative Assistant will provide day-to-day operational and administrative support, ensuring effective coordination between clients, suppliers, and internal teams. This role requires strong organizational skills, clear communication, and the ability to manage multiple responsibilities independently.

This is a hybrid administrative and operations support role. The Virtual Assistant will handle a mix of calendar and email management, light bookkeeping support, and research on technology and automation solutions. The ideal candidate is resourceful, detail-oriented, and eager to contribute ideas that improve operations. This is not a simple task-based position—the VA is expected to take initiative, identify opportunities for efficiency, and support business growth.

Key Responsibilities:

Administrative & Communication Support

  • Manage inbound calls through OpenPhone and redirect as needed
  • Handle email correspondence, supplier coordination, and basic customer support
  • Schedule bank appointments, supplier meetings, and other administrative tasks

Operational Support

  • Place orders with suppliers and assist with opening new accounts
  • Prepare and send invoices in Express Invoice via remote desktop system
  • Maintain accurate records and ensure timely follow-up on tasks

Collaboration & Oversight

  • Report directly to business owner while supported by Intelassist operations team (HR, payroll, compliance, and performance tracking)
  • Maintain clear, professional communication in English

Other Duties and Responsibilities:

  • Manage executive calendar: schedule client calls, set reminders, and ensure time is optimized
  • Organize and monitor email inbox, draft professional responses, and flag high-priority items
  • Support bookkeeping: expense entry, reconciliations, and tracking payments in QuickBooks or similar software
  • Conduct in-depth research on technology solutions, automation tools (e.g., Notion, N8N), and operational best practices; summarize findings with recommendations
  • Assist in creating and documenting Standard Operating Procedures (SOPs) to streamline recurring processes
  • Track tasks, deliverables, and project deadlines, ensuring nothing falls through the cracks
  • Coordinate with vendors, clients, and partners on follow-ups, scheduling, and document requests
  • Compile reports and maintain organized digital records across systems
  • Provide proactive suggestions for improving workflows, productivity, and automation opportunities
  • Deliver weekly progress updates on completed work, open items, and blockers

Job Requirements:

  • 5+ years of administrative or office support experience
  • Bachelor's degree preferred
  • Strong English communication skills (verbal and written)
  • Strong command of Microsoft Office Suite and digital collaboration tools
  • Demonstrated ability to manage calendars, emails, and bookkeeping tasks efficiently
  • Experience with invoicing software or accounting tools a plus
  • Highly organized with strong attention to detail
  • Ability to work independently and adapt to changing priorities

WHY INTELASSIST?
We grow together. We value your effort. We aim to empower you.


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