Executive Assistant

7 days ago

Manila, National Capital Region, Philippines On Demand Innovation Full time ₱30,000 - ₱60,000 per year

About the Role

We are seeking a highly organized and proactive Virtual Assistant to support a U.S. client in the real estate development & construction industry. The ideal candidate is a dependable professional who thrives in a fast-paced environment, communicates clearly, and can independently manage administrative and scheduling tasks with accuracy and urgency.

You'll be working closely with a U.S. business owner and team to keep schedules, inboxes, and client communications running smoothly. Attention to detail, responsiveness, mastery of English, and ability to infer and self-draft responses in the "voice" of the business owner over time are key to success in this role.

Key Responsibilities

Calendar Management

  • Color-code events, meetings, and tasks by type or priority.
  • Create and send availability slots to groups or clients.
  • Schedule and manage meetings using the client's Zoom account.

Inbox Management

  • Monitor and organize the client's inbox on an hourly basis.
  • Flag priority messages, draft responses, and maintain high-priority-only inbox practices.
  • Filter and categorize emails by urgency or topic.

Administrative Support

  • Work alongside company associates to manage and update contact lists, schedules, and internal trackers.
  • Prepare daily and weekly activity summaries as well as "morning digests" to help business owner stay focused on the day's highest priority tasks.
  • Assist with light document preparation and file management.

Communication & Coordination

  • Liaise between the client, internal team members, and external partners.
  • Follow up on pending requests and ensure timely completion of tasks.

Qualifications

  • At least 2 years of Virtual Assistant or Executive Assistant experience (preferably supporting U.S. clients).
  • Experience with Google Workspace (Gmail, Calendar, Drive), Zoom, and Slack required (company will set up VA with Slack access for efficient communications).
  • Excellent written and spoken English communication skills.
  • Strong organizational and multitasking skills with high attention to detail.
  • Reliable internet connection and a dedicated remote workspace.
  • Must be available to work U.S. Eastern Time (night shift in PH); daily schedule of preferred but minimum.

Preferred Experience

  • Prior experience supporting clients in the real estate development, construction, architecture, or project management industries.
  • Familiarity with scheduling software (e.g., Calendly), Notion, CRM tools.
  • Comfortable with fast communication and dynamic daily priorities.

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