Executive Virtual Assistant – Marketing, Operations Support

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Collaborate with third-party marketing agencies and internal teams on digital projects.

• Assist in scheduling content and managing marketing materials (email, social media, etc.).

• Update CRM platforms with current lead and contact information.

• Monitor and report on outreach and lead generation efforts.

• Support campaign documentation and follow-up communications.

• Organize executive calendars, appointments, and meetings (both internal and external).

• Address urgent issues, manage scheduling conflicts, and send timely reminders.

• Prepare meeting agendas, take notes, and document follow-up action items.

• Oversee and manage inboxes; flag and respond to urgent messages.

• Compose, format, and send professional emails and internal memos.

• Coordinate with team members, vendors, and referral sources.

• Review and reconcile transactions in QuickBooks Online.

• Aid in categorizing expenses and preparing monthly financial summaries.

• Generate and review invoices for private pay and third-party payers.

• Track payments, monitor aging reports, and follow up as necessary.

• Assist with bi-weekly payroll review and submissions using platforms like Rippling.

• Verify caregiver schedules, time logs, and billing records.

• Maintain payroll records, including deposits, tax information, and benefit deductions.

⛳️ Requirements

• An associate's or bachelor's degree is preferred.

• 1–3 years of experience in virtual assistance, administrative coordination, or executive support.

• Experience supporting a CEO, COO, or Director-level executive is highly preferred.

• Excellent English communication skills (both spoken and written).

• Highly organized, detail-oriented, and capable of multitasking effectively.

• Proficient in Google Workspace (Docs, Sheets, Calendar, Drive).

• Familiarity with CRM platforms (e.g., Zoho), email marketing tools, and QuickBooks.

• Ability to manage confidential information with professionalism and discretion.

• Must be adept at speaking and writing English clearly.

• Relevant work experience is required.

• Must submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory].

• Availability for video meetings with your camera on (when required).

• Device: Reliable laptop or desktop computer.

• Internet: High-speed connection (minimum of 10 Mbps).

• Audio: Noise-canceling headset.

• Video: Webcam for virtual meetings.

• Workspace: Quiet, professional environment.

🏝️ Benefits

• Dedicated HR & Contractor Support Team: Access to exceptional support for inquiries, guidance, contract issues, and client communication.

• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.

• Top 1% VA Performance Training: Access to our exclusive training on communication, client management, productivity systems, and best practices to help you excel as a top-performing VA and enhance long-term client retention.

• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off based on the client’s requirements and schedule.

• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and dependent on client approval.

• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to assist you in performing at your best.

• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.