Virtual Assistant

📋 Description

• Oversee executive calendars, email accounts, and priorities to maximize productivity (strive for inbox zero).

• Compose, review, and dispatch professional communications internally and externally on behalf of leadership.

• Prepare meeting briefs, agendas, and follow-ups to ensure executives are always equipped with relevant context.

• Schedule meetings with internal and external stakeholders across various time zones.

• Manage task lists and achieve completion of 90%+ of delegated tasks within 48 hours.

• Monitor deadlines, commitments, and action items to guarantee timely execution.

• Maintain proactive oversight of ongoing projects to ensure timely delivery.

• Sustain dashboards and documentation within Notion, Asana, and other internal systems.

• Create, update, and refine Standard Operating Procedures (SOPs) to enhance consistency and operational effectiveness.

• Establish structure around recurring workflows through automation and process mapping.

• Supervise task completion and minimize recurring errors or missed deadlines.

• Optimize recurring workflows and assist cross-functional operational processes.

• Facilitate team communication, shared workspaces, and progress tracking systems.

• Assist with operations including vendor coordination and task management.

• Take ownership of complex calendar management, including internal meetings, external calls, and scheduling based on priorities.

• Organize and arrange travel plans (flights, hotels, transportation) with detailed itineraries.

• Manage inbox triage: highlight urgent messages, draft responses, archive emails, and ensure nothing is overlooked.

• Support legal and administrative documentation (routing forms, obtaining signatures, tracking deadlines).

• Arrange personal appointments, reservations, and occasional household/vendor assistance as required.

• Safeguard executive time by resolving scheduling conflicts and ensuring sufficient focus time.

• Conduct research on industry, competitors, and market trends to aid executive decision-making.

• Compile succinct briefs, summaries, and actionable insights from research.

• Oversee internal communications such as weekly team updates and stakeholder notes.

• Investigate new tools and AI automation to enhance operational speed and accuracy.

• Assist in reporting on performance metrics, market trends, and strategic opportunities.

• Anticipate potential issues early and suggest proactive solutions.

• Contribute to special projects including light due diligence and business development initiatives.

⛳️ Requirements

• Experience: 1-2+ years as an Executive Assistant, Administrative Specialist, Operations Partner, or supporting C-level executives in dynamic environments.

• Executive Support: Proven track record of managing calendars, inboxes, and communication at the founder/CEO level.

• Communication: Exceptional written and verbal communication skills in English; clear, concise, and professional.

• Organization: Outstanding attention to detail, organizational skills, and time management capabilities.

• Tech Proficiency: Proficient with Google Workspace, Microsoft Office, and contemporary productivity tools.

• Proactive Mindset: Strong sense of ownership with the ability to anticipate needs and take initiative.

• Discretion: High level of confidentiality and professionalism when handling sensitive information.

• Remote Experience: Proven ability to work remotely with leaders across various time zones.

• Problem-Solving: Capability to think critically and manage competing priorities with urgency and precision.

• Follow-Through: Demonstrated reliability in completing tasks and consistently meeting deadlines.

🏝️ Benefits

• Competitive Salary: Based on experience and skills.

• Remote Work: Fully remote — work from anywhere.

• Generous PTO: In accordance with company policy.

• Direct Mentorship: Access to global industry leaders.

• Learning & Development: Continuous growth resources.

• Global Networking: Collaborate with international teams.

• Health Coverage (Philippines only): HMO after 3 months (full-time).