Admin Virtual Assistant

VA Masters; Lapu-Lapu; On-site; PHP 300,000 - 420,000; Full time

Job summary

VA Masters is seeking a detail-oriented Virtual Executive/Administrative Assistant to support our fast-paced team coordinating high-level client relationships and corporate services. You will manage calendars, schedule meetings across time zones, and maintain accurate CRM records for senior executives and stakeholders.

The role emphasizes organization, precision, and discretion with sensitive information, plus accurate document control, email management, and ongoing data quality improvements

Qualifications

• Experience with CRM data entry and Excel.
• Strong calendar management and scheduling experience.
• Excellent attention to detail with client records.
• Ability to manage sensitive information discreetly.

Responsibilities

• Coordinate calendars and schedule meetings across multiple stakeholders and time zones
• Maintain and update CRM records (Excel-based, transitioning to CRM) with accurate client information
• Review meeting notes/transcripts and update records with key discussion points, requirements, and next steps ahead of upcoming meetings
• Flag missing or incomplete client information to ensure database accuracy and completeness
• Ensure contracts and documents are properly signed, saved, and correctly named on internal servers
• Maintain an updated to-do list/tracker reflecting outstanding follow-ups and action items
• Support administrative and document control tasks, including proper file naming and organized storage
• Assist with LinkedIn outreach and tracking responses (future scope)
• Manage email inbox organization and administration

Skills

CRM management

Calendar management

Data entry

Attention to detail

Document management

Independent work

Written and verbal communication

Discretion with confidential info

Time zone coordination

Tools

Excel

CRM systems

Job description

Job Summary:
We're delighted to be adding a detail-oriented Virtual Executive/Administrative Assistant to support our fast-paced team coordinating high-level client relationships and corporate services. This role involves managing calendar coordination, meeting scheduling, and maintaining accurate CRM and client records for a client base that includes senior executives and high-profile stakeholders. The ideal candidate is highly organized, precise, and comfortable managing sensitive information with discretion and professionalism.

Key Responsibilities:

• Coordinate calendars and schedule meetings across multiple stakeholders and time zones

• Maintain and update CRM records (currently Excel-based, transitioning to a dedicated CRM system) with accurate, up-to-date client information

• Review meeting notes/transcripts and update records with key discussion points, requirements, and next steps ahead of upcoming meetings

• Flag missing or incomplete client information to ensure database accuracy and completeness

• Ensure contracts and documents are properly signed, saved, and correctly named on internal servers

• Maintain an updated to-do list/tracker reflecting outstanding follow-ups and action items

• Support administrative and document control tasks, including proper file naming and organized storage

• Assist with LinkedIn outreach and tracking responses (future scope)

• Manage email inbox organization and administration

Mandatory Skills:

• Proven experience in CRM management and data entry (Excel proficiency required; CRM systems a plus)

• Strong calendar management and scheduling experience

• Excellent attention to detail and accuracy, especially when handling client-facing records

• Strong document management and organizational skills (file naming, storage, version control)

• Reliable, detail-oriented, and able to work independently

• Strong written and verbal communication skills

• Comfortable working with sensitive, high-profile client information with discretion

Preferred Skills:

• Experience supporting executive-level or C-suite client relationships

• Experience in event coordination or corporate services environments

• Familiarity with LinkedIn outreach and response tracking

• Prior virtual assistant or remote administrative experience

• Ability to manage multiple projects simultaneously

Why Join Us:
This is a great opportunity to join a growing, globally-focused team where your organizational skills will directly support high-level client relationships. You'll have the chance to build strong document and CRM systems from the ground up while working with a collaborative, international team.