Remote Virtual Assistant

2 weeks ago

Manila, National Capital Region, Philippines Valenta AI Full time

This is a remote position.

Duration - 1 Year contract (Possibility of extension)
System - BYOD (Own devise)

About the Role

The Virtual Executive Assistant will provide high-level administrative support to multiple members of the leadership team in a fully remote environment. This role is ideal for someone highly organized, proactive, and capable of managing competing priorities with professionalism and efficiency. The Executive Assistant will play a key role in coordinating meetings, supporting onsite events, and ensuring smooth day-to-day operations across departments.

Primary Responsibilities

● Scheduling & Meeting Coordination
● Manage complex calendars and schedule internal and external meetings for leadership team members.
● Prepare agendas, take meeting minutes, and track action items to completion.
● Coordinate meeting logistics, including virtual and in-person setup.

Team Onsite & Event Support

● Plan and coordinate team onsite events, including booking hotel blocks, meeting spaces, and team dinners.
● Oversee event logistics to ensure all details are executed seamlessly.

Administrative and Accounts Payable Support

● Provide administrative assistance to the Finance department, including vendor communication and invoice processing.
● Support HR activities such as interview scheduling and coordination.
● Process expense reports accurately and on time.

Traditional Executive Assistant Duties

● Manage correspondence, emails, and phone communications with internal and external stakeholders.
● Maintain organized records and files, both digital and physical.

Requirements Qualifications

● 5+ years of experience as an Executive Assistant, including experience in a virtual environment.
● Proven ability to manage multiple priorities and projects simultaneously.
● Excellent written and verbal communication skills.
● Demonstrated professionalism and discretion when handling sensitive information.
● Ability to work assigned hours across EST/CST time zones

Skills

● Proficiency in Google Suite (Gmail, Sheets, Slides) and virtual collaboration tools (e.g., Zoom, Slack).
● Experience with accounts payable (entering invoices and collecting W-9's), ideally with experience in Ramp or accounts payable tools.
● Strong organizational and problem-solving skills.
● Detail-oriented with a high level of accuracy.
● Ability to work independently while maintaining strong collaboration with team members.
● Comfortable operating in a fast-paced, dynamic environment.

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