Virtual Assistant Executive Chair Support

1 day ago

Quezon City, National Capital Region, Philippines VA Desk Full time ₱30,000 - ₱60,000 per year

Overview:

We are seeking a highly organized and detail-oriented Virtual Assistant to support the Forum Chairs, CEO Forums. This role focuses on lead management, business development follow-ups, administrative coordination, and CRM upkeep to ensure seamless operations and growth of forum activities. The ideal candidate is proactive, reliable, and comfortable working on a night shift to align with North American business hours.

Key Responsibilities:

1. Forum Chair Support & Lead Management

  • Clean, maintain, and update lead lists in CRM and spreadsheets to ensure data accuracy.
  • Build new prospect lists using defined target criteria (CEOs, senior executives, business owners).
  • Segment and organize leads by forum, location, and chair for easier tracking and reporting.
  • Research potential member leads from inbound sources (website, referrals, LinkedIn).
  • Track lead statuses (contacted, pending, converted) and support consistent follow-ups.

2. Business Development & Follow-Up Support

  • Conduct structured follow-ups through email or CRM to nurture warm leads.
  • Prepare personalized outreach templates and communications for chair approval.
  • Schedule discovery calls and forum introductions on behalf of forum chairs.
  • Track responses, maintain communication logs, and provide weekly progress reports.
  • Support event reminders, invitations, and forum growth initiatives.

3. Database & System Management

  • Maintain internal databases (CRM, Google Sheets, or designated tools) for chair-related activities.
  • Ensure accuracy and consistency of lead and member data across all systems.
  • Generate summary reports of lead activities, follow-ups, and overall support metrics.
  • Suggest process improvements for lead tracking and reporting efficiency.

4. Administrative & Executive Assistance

  • Manage scheduling, calendars, and reminders for assigned forum chairs.
  • Prepare and organize forum-related materials, attendance lists, and meeting summaries.
  • Draft internal documents, reports, and email templates.
  • Maintain communication between forum chairs and the CEO Forums central team.
  • Provide general administrative support as needed.

5. Quality & Communication Standards

  • Uphold professionalism and confidentiality when handling executive-level information.
  • Communicate proactively with chairs and management regarding progress and priorities.
  • Deliver all assigned tasks on time with high accuracy and attention to detail.

Qualifications

  • At least 2 years of experience as a Virtual Assistant, Executive Assistant, or similar administrative support role.
  • Strong background in CRM management and data organization.
  • Excellent written and verbal communication skills in English.
  • Proficiency in Google Workspace, Microsoft Office, and spreadsheet tools.
  • Experience in business development or client communication is an advantage.
  • High attention to detail, professionalism, and ability to manage multiple priorities.
  • Willing to work on a night shift schedule (Philippine Time).

Preferred Tools Experience:

  • CRM Systems (e.g., HubSpot, Pipedrive, Salesforce)
  • Google Sheets / Excel
  • Email & Calendar Tools (Gmail, Outlook)

Perks & Benefits:

  • Competitive salary, paid bi-weekly
  • Company-provided laptop and tech support
  • Regular team check-ins and growth-focused feedback sessions
  • Professional development support

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