Executive Virtual Administrative Assistant

Executive Virtual Administrative Assistant

Location: Philippines
Work Arrangement: Remote
Employment Type: Full-Time
Start Date: ASAP
Department: Executive / Administration

Position Overview

We are seeking a highly organized, detail-oriented, and proactive Executive Virtual Administrative Assistant to provide day-to-day administrative and executive support to our leadership team.

The ideal candidate is an excellent communicator who can confidently manage multiple calendars, coordinate meetings, respond to emails, prepare documents and spreadsheets, arrange travel, and assist with presentations. This person will work closely with the executive team and must be comfortable handling confidential information, shifting priorities, and multiple tasks simultaneously.

In addition, the role will provide administrative support for our sales team by using HubSpot to track sales activities, tasks, follow-ups, and other important information.

We are looking for someone who doesn't simply wait for instructions but can anticipate what the executive team needs and help keep their schedules, communications, and priorities organized.

Key ResponsibilitiesExecutive & Calendar Management

• Manage and coordinate multiple executive calendars.
• Schedule, reschedule, and coordinate meetings across different time zones.
• Resolve calendar conflicts and ensure executives have appropriate time between meetings.
• Send meeting invitations, confirmations, reminders, and follow-ups.
• Maintain accurate schedules and ensure executives are prepared for upcoming meetings.
• Coordinate internal and external meetings with clients, partners, and other stakeholders.
• Track important deadlines, appointments, and commitments.

Email & Communication Support

• Monitor and manage designated executive email accounts or inboxes.
• Draft and respond to routine emails on behalf of executives.
• Proofread emails and other written communications for grammar, spelling, clarity, and professionalism.
• Identify urgent or important messages that require executive attention.
• Organize and prioritize emails and follow-ups.
• Maintain a professional tone when communicating with clients, partners, and team members.

Document & Spreadsheet Management

• Create, format, and maintain professional business documents.
• Prepare spreadsheets, trackers, reports, lists, and administrative files.
• Organize and maintain digital files and folders.
• Ensure documents are accurate, properly formatted, and easy to understand.
• Perform data entry and basic data organization as needed.
• Review documents for errors before they are submitted or presented.

Presentation Support

• Assist in preparing and formatting PowerPoint/Google Slides presentations.
• Ensure presentations have impeccable grammar, spelling, punctuation, and formatting.
• Improve consistency in fonts, spacing, alignment, layouts, and overall presentation quality.
• Review presentation content for grammatical or typographical errors without changing the intended message.
• Help make executive presentations polished, professional, and ready for presentation.

Travel Arrangements

• Research and coordinate flights, hotels, transportation, and other travel requirements.
• Prepare travel itineraries and organize confirmation details.
• Coordinate travel schedules around executive calendars and business commitments.
• Maintain organized records of travel bookings and important travel information.
• Assist with changes, cancellations, or adjustments to travel arrangements when necessary.

HubSpot & Sales Administration

• Use HubSpot to track sales-related tasks and activities.
• Create, update, and organize tasks, contacts, notes, and follow-ups.
• Help ensure sales activities and follow-up items are properly documented.
• Monitor outstanding sales tasks and deadlines.
• Assist the executive and sales teams in keeping HubSpot information accurate and up to date.
• Prepare basic reports or lists from HubSpot as requested.

General Executive Assistance

• Provide day-to-day administrative support to the executive team.
• Conduct basic online research and compile information when requested.
• Prepare meeting agendas, notes, and follow-up lists as needed.
• Track action items and follow up on outstanding tasks.
• Assist with special projects and administrative assignments.
• Handle confidential and sensitive company information with discretion.
• Proactively identify administrative needs and recommend ways to improve organization and efficiency.

Qualifications

• Bachelor's degree in Business Administration, Office Administration, Communications, or a related field is preferred.
• 2+ years of experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, or similar role.
• Strong experience with calendar and scheduling management.
• Excellent written and spoken English.
• Exceptional grammar, spelling, and proofreading skills.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities and deadlines.
• Strong knowledge of Microsoft Office, particularly:
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Experience with Google Workspace is an advantage.
• Experience with HubSpot or another CRM is preferred.
• Comfortable working with multiple calendars and different time zones.
• Ability to work independently and proactively with minimal supervision.
• Strong judgment when handling confidential or sensitive information.

Preferred Skills

The ideal candidate is:

• Highly organized and systematic.
• Proactive rather than reactive.
• Extremely detail-oriented.
• A strong writer and proofreader.
• Comfortable working directly with executives.
• Tech-savvy and quick to learn new software.
• Able to prioritize urgent versus non-urgent requests.
• Comfortable handling changing priorities.
• Professional and dependable.
• Resourceful and capable of finding solutions independently.
• Comfortable communicating with U.S.-based executives and clients.

Work Requirements

• Must have a reliable internet connection and a suitable remote-work setup.
• Must be available to work according to the required U.S. business hours.
• Must be comfortable working across different time zones.
• Must be able to handle confidential executive and company information.
• Must be willing to learn and use company systems, including HubSpot and other productivity tools.

What Success Looks Like

The successful candidate will help the executive team stay organized, prepared, and focused on high-value priorities.

You will be successful in this role if executives can rely on you to:

• Keep their calendars organized and conflict-free.
• Ensure meetings and appointments are properly coordinated.
• Handle routine communications professionally.
• Prepare polished, error-free documents and presentations.
• Coordinate travel without unnecessary complications.
• Keep administrative and sales tasks organized in HubSpot.
• Follow up on outstanding items without constant reminders.
• Anticipate needs and take action before being asked.
• Protect confidential information and represent the executive team professionally.

Compensation

Pay: Php50,000.00 - Php70,000.00 per month

Benefits:

• Company events
• Health insurance
• Paid training
• Promotion to permanent employee
• Work from home

Work Location: Remote