Virtual Assistant (Remote)

Virtual Assistant | Activate Talent | Philippines

We are seeking a highly organized and proactive Executive Assistant to support our leadership team. The ideal candidate will serve as a trusted partner to executives, ensuring their time is optimized and their objectives are met. This role requires exceptional communication skills, attention to detail, and the ability to handle multiple priorities in a fast-paced environment.

Responsibilities:

Administrative Support

• Manage and maintain executives’ complex calendars, scheduling meetings, appointments, and events.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries.
• Prepare and edit documents, presentations, reports, and correspondence with accuracy and professionalism.
• Handle expense reporting, reimbursements, and budget tracking.

Communication Management

• Act as a gatekeeper, managing all incoming calls, emails, and correspondence, prioritizing and responding on behalf of the executives when appropriate.
• Serve as a liaison between the executives and internal teams, clients, and external stakeholders.
• Draft and distribute meeting agendas, and take detailed meeting minutes, ensuring follow-up on action items.

Strategic and Project Support

• Assist with planning and executing special projects, ensuring timely completion of milestones and deliverables.
• Conduct research and provide insights or summaries to support strategic decision-making.
• Maintain and update key records, reports, and performance metrics.

Relationship Management

• Build and maintain relationships with internal and external stakeholders, acting as a professional and approachable point of contact.
• Plan and coordinate team events, corporate meetings, and other engagements as needed.

Problem Solving and Crisis Management

• Anticipate the needs of the executives and address issues proactively.
• Manage last-minute changes and resolve scheduling conflicts efficiently.

Education and Experience

• Minimum of 2+ years of experience as an Executive Assistant or in a similar role.

Key Competencies

• Exceptional organizational and time-management skills.
• Outstanding verbal and written communication abilities.
• High level of discretion and ability to handle sensitive information.
• Strong proficiency in Microsoft Office Suite and Google Workspace (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Experience with project management tools and CRM platforms and Shopify is a plus.

Personal Attributes

• Proactive and resourceful problem solver with a high level of initiative.
• Adaptable and able to thrive in a fast-paced, dynamic environment.
• Professional demeanor with excellent interpersonal skills.

Tagged as: remote, remote job, virtual, Virtual Job, virtual position, Work at Home, work from home