Virtual Assistant

Role Overview

• Manage executive calendars, inboxes, and priorities to ensure maximum productivity (aim for inbox zero)
• Draft, proof, and send professional internal and external communications on behalf of leadership
• Prepare meeting briefs, agendas, and follow-ups ensuring executives are always context-ready
• Coordinate meetings with internal and external stakeholders across multiple time zones
• Manage task lists and close 90%+ of delegated items within 48 hours
• Track deadlines, commitments, and action items to ensure timely execution
• Maintain proactive oversight of ongoing projects to ensure on-time delivery
• Maintain dashboards and documentation in Notion, Asana, and other internal tools
• Create, update, and refine SOPs to improve consistency and operational efficiency
• Build structure around recurring workflows through automation and process mapping
• Monitor task completion and reduce recurring errors or missed deadlines
• Streamline recurring workflows and support cross-functional operational processes
• Facilitate team communication, shared workspaces, and progress tracking systems
• Support operations including vendor coordination and task management
• Own complex calendar management including internal meetings, external calls, and priority-based scheduling
• Coordinate and book travel arrangements (flights, hotels, transportation) with detailed itineraries
• Handle inbox triage: flag urgent messages, draft replies, file emails, and ensure nothing slips through
• Support legal and administrative documentation (routing forms, signatures, deadline tracking)
• Coordinate personal appointments, reservations, and occasional household/vendor support as needed
• Protect executive time by managing schedule conflicts and ensuring adequate focus time
• Conduct industry, competitor, and market research to support executive decision-making
• Compile concise briefs, summaries, and actionable insights from research
• Manage internal communications such as weekly team updates and stakeholder notes
• Research new tools and AI automations to improve operational speed and accuracy
• Support reporting on performance metrics, market trends, and strategic opportunities
• Identify potential issues early and propose proactive solutions
• Assist with special projects including light due diligence and business development initiatives

Requirements

• Experience: 1-2+ years as an Executive Assistant, Admin Specialist, Operations Partner, or supporting C-level executives in fast-paced environments
• Executive Support: Proven ability to manage calendars, inboxes, and founder/CEO-level communication
• Communication: Excellent written and verbal English communication skills; clear, concise, and professional
• Organization: Exceptional attention to detail, organization, and time management capabilities
• Tech Proficiency: Comfortable with Google Workspace, Microsoft Office, and modern productivity tools
• Proactive Mindset: Strong ownership mentality with ability to anticipate needs and take initiative
• Discretion: High levels of confidentiality and professionalism when handling sensitive information
• Remote Experience: Demonstrated ability to work remotely with leaders across time zones
• Problem-Solving: Ability to think critically, manage competing priorities with urgency and precision
• Follow-Through: Demonstrated reliability in completing tasks and meeting deadlines consistently

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: Work with international teams
• Health Coverage (Philippines only): HMO after 3 months (full-time)