Executive Virtual Assistant

5 days ago

Manila, National Capital Region, Philippines On Demand Innovation Full time $60,000 - $120,000 per year

Position Overview

The Executive Virtual Assistant will serve as a trusted right-hand to the CEO, providing day-to-day administrative, coordination, and operational support.

General Administrative Support

  • Manage and organize complex calendars, including scheduling, rescheduling, and confirming meetings and appointments.
  • Maintain and update contact lists, executive directories, and CRM records.
  • Draft, proofread, and send professional emails or internal correspondence on behalf of the CEO as directed.
  • Prepare and maintain digital files, folders, and documentation for efficient record-keeping.
  • Perform accurate data entry across systems and reports.
  • Manage task lists, reminders, and deadlines to support daily executive operations

Communication & Coordination

  • Act as a first point of contact for internal and external communications when requested.
  • Coordinate with vendors, partners, customers, and internal team members for scheduling, follow-ups, and information gathering.
  • Handle written and verbal inquiries in a professional, timely, and confidential manner.

Operations & Project Support

  • Assist with onboarding and offboarding logistics for staff, vendors, or clients as instructed.
  • Support light project management efforts by updating trackers, documenting progress, and following up on deliverables.
  • Conduct online research and compile executive-ready summaries, lists, and reports.

Document & File Management

  • Create, edit, and format business reports, spreadsheets, presentations, and executive documents.
  • Organize shared drives and ensure documents follow company naming conventions and access protocols.
  • Maintain strict confidentiality of all files and sensitive information in accordance with company policy and data-protection standards.

Scheduling & Calendar Management

  • Coordinate meeting availability across multiple stakeholders and time zones.
  • Issue calendar invitations and meeting links via Zoom, Google Meet, and related platforms.
  • Manage recurring events, holidays, executive travel appointments, and agenda preparation.

Inbox & Communication Management

  • Monitor, categorize, and prioritize incoming emails.
  • Flag urgent communications and respond to priority messages as directed by the CEO.
  • Maintain organized communication logs and systematic follow-up tracking.

Required Qualifications

  • Proven experience as an Executive Assistant or Virtual Assistant supporting senior leadership or C-level executives.
  • Exceptional written and verbal communication skills in English.
  • Strong organizational skills with the ability to manage competing priorities and tight deadlines.
  • High level of professionalism, discretion, and confidentiality.
  • Strong internet connection and secure remote work setup.
  • Ability to work independently with minimal supervision.

Preferred Qualifications

  • Experience supporting executives in SaaS, technology, or enterprise software environments.
  • Familiarity with CRM platforms and project-management tools (e.g., Zoho, Asana, ClickUp, Monday).
  • Experience working with U.S.-based executives and time zones.
  • Prior exposure to security, compliance, or enterprise technology organizations is a plus.

Work Schedule

  • Full-time, 40 hours per week
  • Must have availability that overlaps with U.S. business hours
  • Long-term engagement with opportunity for growth

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