Executive Virtual Assistant

Are You an Exceptionally Organized Executive Assistant Looking to Work Remotely?

We are a fast-paced and highly impactful business that connects brands, experts, and thought leaders with global audiences. Our team is dedicated to excellence, innovation, and building strong relationships.

Job Description:
We are looking for a highly organized, proactive, and tech-savvy Executive Virtual Assistant to support an executive in managing personal and professional tasks. This role requires exceptional attention to detail, strong communication skills, and the ability to streamline operations. If you thrive in a fast-paced environment and enjoy taking initiative, this is the perfect opportunity for you!
This job description provides a skills overview, rather than a strict list of tasks, to outline key areas of responsibility and ensure alignment on what is ideally needed. We will determine how these responsibilities can be handled effectively and efficiently.

Key Responsibilities:
? Calendar & Scheduling Management
? Organize and streamline personal and professional schedules.
? Ensure all appointments include necessary details (addresses, contacts, emergency numbers).
? Follow up with relevant teaUpgrade to see actual infombers before important meetings.
? Systems & Process Optimization
? Maintain files, databases, emails, and other critical information.
? Implement improved systems for managing contacts, travel, and workflow automation.
? Ensure high-profile contact lists remain secure and confidential.
? Task & Project Accountability
? Follow up on action items froUpgrade to see actual infoetings and ensure execution.
? Provide daily recaps of completed tasks and pending priorities.
? Act as an accountability partner, anticipating needs and ensuring crucial deadlines are met.

Additional Considerations:
We anticipate transitioning certain tasks to Virtual Assistants to maximize efficiency and ensure high-value work is prioritized.
Some key areas under evaluation include:
1. Clipping Tasks: We suspect all clipping activities can be transitioned to VAs. Projects and teams could train VAs to handle this process, ensuring clips are well-designed and presented in real time. Searching for, capturing, and presenting clips are lower-level tasks that, if consolidated, could form a full-time VA role at an optimized cost. Given a reduced employee count, this shift could ease workloads and streamline operations.

2. Newsletter Design & Documents: The preparation and design of newsletters may also be delegated, depending on cost considerations.

3. Proposal Drafting: Initial drafts of proposals could be created by VAs using notes from intake calls, AI-assisted research, and references from past proposals. This would allow a working draft to be available within 1–2 days of a meeting, giving a foundation for further refinement before final review and approval.

Core Executive Needs :
? Scheduling & Reminders
? Communications Support (including potential email drafts and responses)
? Follow-up with Clients & Staff (including tracking progress)
? Travel Booking & Support

Qualifications:
? Exceptional organizational and time-management skills.
? Strong written and verbal communication skills.
? Background in public relations or media is a plus.
? Ability to handle sensitive and confidential information with discretion.
? Experience using Microsoft Office Suite, Google Suite, Zoom, and CRM tools.
Tools You Will Use:
? Microsoft Teams & Outlook (calendar, email, file management)
? Muck Rack & Decision (PR/media database & contact organization) ? Constant Contact (email marketing and newsletter automation)
? CRM or project management tools (TBD)

Working Hours:
? Full-time: 40 hours per week
? 8:30 AM – 6:00 PM PST (Pacific Time)
? This is a Graveyard Shift role due to the US-based working hours.

Preferred Traits:
? Highly Organized & Detail-Oriented
? Proactive & Takes Initiative
? Strong Written & Verbal Communication Skills
? Tech-Savvy & Process-Oriented
? Trustworthy & Confidential
? Warm & Personable, But Assertive

Non-Negotiables:
? Screenshot and productivity tracker required.
? Fixed working hours (Graveyard Shift).

Benefits:
? Paid 30 business days of training (focused on mindset and skillset)
? Work-from-home opportunity
? 7th month, anniversary, and performance bonuses
? Access to training resources
? Collaborative community of VAs
? Weekly payments
? Claim reimbursements every quarter for Philhealth contributions after 6 months; after 1 year, choose between Philhealth or HMO

How to Apply:
If you’re interested in this role, apply now and answer the following questions:

1. Updated resume link
2. Portfolio link
3. Are you currently employed?
4. Are you good with the hourly rate of $5?
5. Have you reviewed the job responsibilities, and do you feel confident in fulfilling them?
6. How many years of experience do you have as an Executive Assistant?

Why Join Us?

Be part of a thriving VA community with training, growth opportunities, and a rewarding remote career. If you have the skills and mindset to excel in this role, apply today!