Virtual Executive Assistant

Location: Philippines

Work Arrangement: Work from home / Hybird

Work Hours: 9AM – 6PM PST, follows Philippine holidays

The Role:

The Virtual Executive Assistant supports the executive team in all daily activities, including heavy calendar and email management, creating internal and external communications, preparing submittal documents, event coordination, travel management, expense management, and general office support. This role can handle all the small details to keep the organization moving so that the executive team can focus on larger initiatives.
This is a technology savvy individual who has a firm grasp of common communication tools and able to provide light support. Process-oriented, this individual can help strip the complexity out of your organization by streamlining processes, improving organization, and implementing automation.

Essential Functions:

  • Provide a bridge for smooth communication between executive team, internal, and external stakeholders
  • Research materials, prepare and create presentations, memos, correspondence, and reports
  • Manage filing systems and maintain organizational records, documents, and reports
  • Manage expenses and provide support in finance activities
  • Schedule, plan, and assist in executive meetings of both small and large scale
  • Accurately record minutes of meetings
  • Assist with project management by creating processes and managing tasks
  • Support events and travel management, including budgetary and expense management
  • CRM support (can include updating and editing information, adding notes, etc)
  • Support sales development (can include sending outbound messages, booking sales call, facilitate end to end client process, etc)
  • Provide website assistance (can include installing themes, plugins, editing content, uploading images, etc)
  • Manage and maintain social media accounts and contents
  • General administrative tasks and support

Qualifications:

  • Graduate of business-related courses; preferably BS Management or Marketing
  • 3+ years proven experience as a Virtual Executive Assistant or relevant role
  • Able to demonstrate leadership to maintain credibility, trust, and support with senior management staff
  • Strong organizational skills and ability to multitask
  • Exceptional attention to detail and follow-through is critical
  • Strong problem solving, critical thinking and decision-making skills
  • Excellent communication skills; with a superb command of English
  • Excellent phone, email, and instant messaging communication skills
  • Strong working knowledge of Microsoft Office Suite, GSuite and other word processing and spreadsheet software
  • Proficient in a broad variety of communication channels and marketing tools(Slack, HubSpot, Mailchimp, etc)
  • Familiarity with current technologies (Zoom hosting, desktop sharing, cloud services and VoIP)
  • Aptitude in data management, analytics, and reporting preparation
  • Ability to function in an autonomous environment—independent worker, self-directed
  • Nice to have; content writing, familiarity with web hosts (Squarespace, WordPress, GoDaddy), Adobe Creative Cloud, Canva, and Prezi
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