Administrative Assistant

VA Masters; Davao del Sur; On-site; PHP 600,000 - 1,000,000; Full time

Job summary

VA Masters in the Philippines is seeking an organized Executive Assistant to provide confidential, high-level administrative support to the President & CEO. This trusted role manages complex scheduling, communications, board coordination, and leadership activities with discretion and professionalism.

The ideal candidate has strong written English, judgment, and the ability to represent the CEO’s office warmly and professionally.

Qualifications

• 4+ years providing executive-level administrative support, preferably to a C-suite or senior leader.
• Proficiency with Microsoft 365, covering Outlook, Teams, SharePoint, and Planner.
• Outstanding organizational and time management ability, with the capacity to juggle competing priorities in a fast-paced environment.
• Strong written communication skills, including a track record drafting executive correspondence and preparing polished documents.
• Excellent spoken English and a professional phone manner.
• High degree of professionalism, discretion, and sound judgment around confidential information.
• Dependable, precise, and able to work with minimal oversight.
• Strong communication skills and the capacity to collaborate with multiple stakeholders.

Responsibilities

• Run the CEO's calendar with strategic judgment, prioritizing and coordinating complex scheduling across internal leadership, board members, external partners, funders, and stakeholders.
• Draft, edit, and prepare correspondence, briefings, presentations, and talking points for the CEO, ensuring accuracy and professionalism.
• Coordinate logistics and materials for Board of Directors meetings, including agenda preparation and minute-taking.
• Handle the CEO's travel arrangements, expense reporting, and logistical needs accurately and efficiently.
• Act as a knowledgeable first point of contact for the CEO's office, routing communications professionally.
• Back senior leadership coordination, including scheduling all-staff meetings, leadership retreats, and cross-functional convenings.
• Monitor and follow up on action items and deliverables, keeping leadership informed and accountable.
• Treat sensitive information with the highest level of discretion at all times.
• Provide administrative support to senior management, including donor administration and cross-department coordination.

Skills

Executive support

Written English

Microsoft 365

Calendar management

Communication

Discretion

Stakeholder coordination

Travel coordination

Tools

Planner

Asana

Monday.com

Outlook

SharePoint

Teams

Job description

Job Summary: We're glad to be hiring a highly organized and discreet Executive Assistant to give confidential, high-level administrative and operational support to our President & CEO. This is a trusted-partner role — running complex scheduling and communications, coordinating board and leadership activities, and keeping the CEO's time and attention pointed where they create the greatest impact. The right person brings strong written English, sound judgment, and the professionalism to represent a senior executive's office with warmth and discretion.

Key Responsibilities:

• Run the CEO's calendar with strategic judgment, prioritizing and coordinating complex scheduling across internal leadership, board members, external partners, funders, and stakeholders

• Draft, edit, and prepare correspondence, briefings, presentations, and talking points for the CEO, making certain every communication is accurate, professional, and true to the CEO's voice

• Coordinate logistics and materials for Board of Directors meetings, covering scheduling, agenda preparation, document compilation, and minute-taking

• Handle the CEO's travel arrangements, expense reporting, and logistical needs accurately and efficiently

• Act as a knowledgeable first point of contact for the CEO's office, fielding inquiries and routing communications professionally

• Back senior leadership coordination, including scheduling all-staff meetings, leadership retreats, and cross-functional convenings

• Monitor and follow up on action items, commitments, and key deliverables, keeping leadership informed and accountability intact

• Treat sensitive and confidential information with the highest level of professionalism at all times

• Give administrative support to members of the senior management team as directed, spanning communications, donor administration, and coordination across departments

Mandatory Skills:

• 4+ years giving executive-level administrative support, preferably to a C-suite or senior leader

• Proficiency with Microsoft 365, covering Outlook, Teams, SharePoint, and Planner

• Outstanding organizational and time management ability, with the capacity to juggle competing priorities in a fast-paced environment

• Strong written communication skills, including a track record drafting executive correspondence and preparing polished documents

• Excellent spoken English and a professional phone manner

• High degree of professionalism, discretion, and sound judgment around confidential information

• Dependable, precise, and able to work with minimal oversight

• Strong communication skills and the capacity to collaborate with multiple stakeholders

Preferred Skills:

• Background supporting executive leadership in a nonprofit or advocacy organization

• Familiarity with board governance and nonprofit board meeting coordination

• Exposure to project management tools such as Planner, Asana, or Monday.com

• Capacity to run multiple projects and priorities concurrently

• Track record coordinating across a distributed or multi-department team

Why Join Us:

This is a chance to work closely with senior leadership and land a meaningful impact on the daily operations of a mission-driven organization. You'll be trusted with real responsibility, enjoy variety in your work, and find room to grow alongside a supportive team. If keeping executives organized and operations running smoothly is where you take pride, the role is a strong fit.