Virtual Assistant

Discover your 100% YOU with MicroSourcing

Position: Virtual Assistant

Location: Two Ecom, MOA, Pasay

Work setup & shift: Hybrid | Day Shift

You'll Have

• Competitive Rewards: Enjoy above-market compensation, healthcare coverage on day one, plus one or more dependents, paid time-off with cash conversion, group life insurance, and performance bonuses
• A Collaborative Spirit: Contribute to a positive and engaging work environment by participating in company-sponsored events and activities.
• Work-Life Harmony: Enjoy the balance between work and life that suits you with flexible work arrangements.
• Career Growth: Take advantage of opportunities for continuous learning and career advancement.
• Inclusive Teamwork: Be part of a team that celebrates diversity and fosters an inclusive culture.

Job Responsibilities
Calendar Management

• Manage calendars by scheduling, updating, and removing recurring or cancelled meetings.
• Send and update calendar invitations as needed.
• Access and manage shared calendars for ad hoc reporting and tracking.
• Coordinate meetings, factoring in travel time, preparation, and rest where applicable.

• Ensure all calendar entries are complete with relevant information, including:

• Agenda and Budget

• Presentation materials and reports
• Travel details (maps, directions)
• Date, time, and location
• Zoom ID or dial-in numbers

Email Management

• Send, reply to, and manage emails based on specific instructions.
• Set out-of-office replies as required.
• Organize inbox using rules and folders to maintain a tidy and efficient email environment.
• Apply proper email etiquette in all communications.

Task List Management

• Maintain daily task lists categorized by action type and priority
• Highlight priorities and alert stakeholders of upcoming deadlines.
• Send timely follow-ups to ensure task completion.

Invoice Management

• Prepare draft invoices for review using appropriate software.
• Proofread and edit invoices prior to submission.
• Monitor invoice progress to ensure timely approvals and completions.
• Assist in WIP (Work In Progress) reviews and management across teams.

Sales Support

• Conduct lead generation based on defined criteria.
• Verify leads for quality and fit.
• Enter lead details into client-specific systems.

Administrative Support

• Maintain organized records of personal documents (e.g., ID, licenses, memberships), including expiry dates and renewal alerts.
• Draft letters, emails, and official documents as required.
• Review and edit Word, Excel, and PDF files with keen attention to detail.
• Perform data entry from scanned or handwritten documents and transcription tasks.
• Manage file systems and ensure proper naming conventions and organization.
• Generate reports using platforms such as XPM and ATO.
• Complete timesheets in real time.
• Supervise and provide training or guidance to support and admin staff when required.
• Create presentations, charts, and other documentation.
• Edit templates and frequently used forms or documentation.
• Provide first-line technical support for minor troubleshooting issues.
• Distribute scheduled reports to relevant staff to support output tracking and performance.

Additional Responsibilities

• You may be asked to perform other duties not listed above, as long as they are reasonable and fall within the scope of your qualifications, experience, and the role.

Top 4 Core
Essential Qualifications, Skills & Experience

• Advanced keyboard skills to enable efficient data entry
• Advanced knowledge of Microsoft Office including, Word, Excel, Outlook, Google Chrome, PowerPoint, PDF
• Proficient in listening, reading, writing and speaking English

Physical Requirements

• Be able to sit at a desk and operate a computer for long periods with regular breaks included and must always be available (online) to accommodate urgent tasks as necessary.
• Normal hours are 7:00am to 4:00pm
• The typical stress of being a professional and having to meet deadlines and account for your time

Whs Requirements

• All staff are responsible for the following safe work procedures and instructions:

• cooperate in relation to activities taken by Management to comply with WHS legislation

• comply with the WHS Policy
• take reasonable care for their own health and safety and the health and safety of other people who may be affected by their conduct in the workplace
• ensure that any hazardous conditions, incidents, near misses and injuries are reported to their appropriate manager as soon as is practicable
• participate in meetings, training and other environment, health and safety activities
• not wilfully place at risk the health or safety of any person in the work place

POSITION COMPETENCIES

• Organisation – Effective management, organisation, and prioritisation of office functions as well as the workday/week/month for people, management and other stakeholders.
• Communication – Clearly conveying and receiving messages to meet the needs of all. This involves listening, interpreting and delivering verbal, nonverbal (where situational relevancy exists) , written and electronic messages.
• Service Delivery – Understanding and meeting the needs of all staff.
• Technical – Ability to accurately and thoroughly utilise office technology and to demonstrate practical knowledge of information management, email management and privacy protection issues.
• Adaptability – Personal willingness and ability to work in, and adapt to abrupt changes.
• Interpersonal – Working cooperatively and productively with others to achieve results

Qualifications

• Bachelor's degree holder
• At least 2 years' experience as Virtual Assistant
• Ability to effectively use computer software including Microsoft Outlook, Word, Excel, etc.
• Excellent organizational and time-management skills
• Act as a reliable and supportive team member
• Excellent written and verbal communication skills
• Keen eye for detail
• Can work independently with minimum supervision and under pressure

About MicroSourcing
With over 9,000 professionals across 13 delivery centers, MicroSourcing is the pioneer and largest offshore provider of managed services in the Philippines.

Our commitment to 100% YOU

MicroSourcing firmly believes that our company's strength lies in our people's diversity and talent. We are proud to foster an inclusive culture that embraces individuals of all races, genders, ethnicities, abilities, and backgrounds. We provide space for everyone, embracing different perspectives, and making room for opportunities for each individual to thrive.

At MicroSourcing, equality is not merely a slogan – it's our commitment. Our way of life. Here, we don't just accept your unique authentic self - we celebrate it, valuing every individual's contribution to our collective success and growth. Join us in celebrating YOU and your 100%

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