Admin and Operations VA

vamasters, Inc.; Palayan; Remote; PHP 350,000 - 700,000; Full time

Job summary

vamasters, Inc. is seeking an experienced Executive Assistant to act as a trusted right-hand partner to the founder and CEO. You will manage the executive calendar, inbox, and recruitment, while coordinating virtual assistants and overseeing documentation and marketing activities.

Initially, you will shadow the CEO to learn the workload and working style, then document processes and gradually assume recurring administrative tasks to enable growth. Excellent English communication is essential.

Qualifications

• Proven experience providing executive support to a CEO, founder, or entrepreneur.
• Strong calendar, inbox, and task management skills.
• Experience coordinating virtual assistants and multiple projects.
• Experience documenting processes and improving workflows.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint).
• Working knowledge of GoHighLevel (GHL).
• Confidence using AI tools in daily work.
• Excellent written and spoken English communication.
• Proactive, with the ability to anticipate needs.
• Strong problem-solving and decision-making skills.
• Comfortable juggling several priorities in a remote setup.

Responsibilities

• Run the executive calendar and inbox, including scheduling and meeting preparation
• Coordinate virtual assistants and team members, check on assigned work, and monitor deadlines
• Manage client communications, including satisfaction check-ins and follow-ups
• Support recruitment by booking interviews and liaising with candidates
• Coordinate social media and marketing activities with the team
• Research podcast, PR, and partnership opportunities and handle the outreach
• Oversee project tracking, reporting, and documentation
• Document existing processes based on the CEO's instructions and recommend workflow improvements
• Look after personal administrative tasks such as appointments, travel arrangements, and reservations

Skills

Executive support to CEO

Calendar management

Inbox management

Coordinate virtual assistants

Process documentation

Microsoft 365

GoHighLevel

AI tools (ChatGPT/Claude)

Project management

English communication

Proactive problem solving

Multi-tasking

Remote work readiness

Trustworthy

Tools

GoHighLevel

WhatsApp

Canva

Microsoft 365

Job description

Job Summary:

A founder's time is the most valuable asset in the business, and an experienced Executive Assistant will protect it as a trusted right-hand partner to our founder and CEO. You will take charge of the executive calendar and inbox, coordinate our team of virtual assistants, support client communication and recruitment, and keep projects, documentation, and marketing activities on track. The first stage is shadowing the CEO to learn the daily workload and working style. From there, you will document processes, suggest improvements, and gradually take over the recurring administrative responsibilities that free the CEO to focus on growth.

Key Responsibilities:

• Run the executive calendar and inbox, including scheduling and meeting preparation
• Coordinate virtual assistants and team members, check on assigned work, and monitor deadlines
• Manage client communications, including satisfaction check-ins and follow-ups
• Support recruitment by booking interviews and liaising with candidates
• Coordinate social media and marketing activities with the team
• Research podcast, PR, and partnership opportunities and handle the outreach
• Oversee project tracking, reporting, and documentation
• Document existing processes based on the CEO's instructions and recommend workflow improvements
• Look after personal administrative tasks such as appointments, travel arrangements, and reservations

Mandatory Skills:

• Proven experience providing executive support directly to a CEO, founder, or entrepreneur
• Strong executive calendar, inbox, and task management skills
• Experience coordinating virtual assistants, team members, and several projects at once
• Experience documenting processes and improving workflows
• Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint)
• Working knowledge of GoHighLevel (GHL)
• Confidence using AI tools such as ChatGPT or Claude in daily work
• Experience with project or task management software
• Excellent written and spoken English communication skills
• Proactive, with the ability to anticipate needs before they are raised
• Strong problem-solving and decision-making skills
• Comfortable juggling several priorities
• Capable, alert to detail, and productive in a remote, hands-off setup
• Professional and trustworthy

Preferred Skills:

• 5+ years of relevant executive support experience
• Canva experience for simple marketing and social media visuals
• Prior exposure to podcast, PR, or partnership outreach
• Familiarity with social media and marketing coordination
• Experience using WhatsApp for team communication

Why Join Us:

Work shoulder to shoulder with a founder who is actively growing the business and is looking for a genuine partner, not just someone to pass tasks to. You will get real ownership, the trust to make decisions, and room to grow as the role expands with the company.