Administrative Assistant with Google Ads Experience

VA Masters; Cagayan de Oro; On-site; PHP 558,000 - 893,000; Full time

Job summary

VA Masters is seeking an organized Executive & Administrative Assistant to support a Vice President & General Manager in Cagayan de Oro, Philippines. The role focuses on calendar management, inbox triage, document prep, spreadsheet analysis, file organization, and project tracking.

The ideal candidate excels at follow-through, uses AI tools fluently, and critically reviews outputs before sharing. Strong English writing and advanced Excel/Sheets skills are essential for success.

Qualifications

• Excellent written English required for most communications and drafting.
• Proficient in Excel and Google Sheets with self-sufficient formula editing.
• Able to build and troubleshoot common spreadsheet functions (SUM, AVERAGE, IF, VLOOKUP/XLOOKUP).
• Create pivot tables, conditional formatting, and charts from data exports.
• Experience with Google Workspace tools (Gmail, Calendar, Docs, Sheets, Drive).
• Experience using AI assistants (e.g., Claude, ChatGPT, Gemini) with critical review.
• Attention to detail and dependable follow-through; hidden issues must be flagged.
• Discretion handling sensitive internal information.
• Strong written and verbal communication; work autonomously.
• Stable high-speed internet and a quiet professional workspace.
• Willingness to undergo background check and sign confidentiality agreement.

Responsibilities

• Manage executive calendar: scheduling, rescheduling, and protecting focused work time.
• Coordinate meetings: invites, conferencing links, agendas, materials.
• Triage inbox: file, draft replies for review, surface only critical items.
• Track outstanding items and follow up to avoid delays.
• Build and audit spreadsheets; use formulas and lookups to produce summaries.
• Create pivot tables, charts, and consolidate data across sources.
• Prepare recurring internal reports on a fixed schedule.
• Format and finalize internal documents; maintain templates.
• Take meeting notes and convert to action items with owners.
• Organize cloud drive and manage PDFs and file formats.
• Maintain a master project tracker and compile background summaries.
• Document recurring tasks as SOPs for others to follow.
• Use AI to draft, summarize, reformat, and organize routine work with checks.

Skills

Excellent written English

Excel & Google Sheets proficiency

Formulas & lookups

Pivot tables & charts

Google Workspace

AI tools usage

Attention to detail

Discretion with information

Strong communication

Independent work

Reliable internet & quiet workspace

Background check & confidentiality

Tools

Microsoft Excel

Google Sheets

Job description

Job Summary: We're recruiting a highly organized, self-directed Executive & Administrative Assistant to support a Vice President & General Manager. This is a behind-the-scenes role focused on calendar and inbox management, document preparation, spreadsheet building and analysis, file organization, and project tracking. The person who does well here is unusually good at follow-through — trusted to hold the details, catch the deadline three weeks out, and keep anything from slipping through the cracks. You should also be genuinely comfortable using AI tools as part of your daily workflow, reaching for them fluently and reviewing their output critically.

Key Responsibilities:

• Own and manage the executive's calendar — scheduling, rescheduling, protecting focused work time, and flagging conflicts before they happen with proposed solutions

• Coordinate meeting logistics including invitations, conferencing links, agendas, and advance distribution of materials

• Triage the executive's inbox: sort, label, file, and surface only what genuinely needs attention; draft correspondence and replies for review

• Track outstanding items, open commitments, and action items, following up so nothing stalls

• Build, maintain, clean, and audit spreadsheets in Excel and Google Sheets — using formulas, lookups, conditional logic, and calculated fields to turn raw exports into readable summaries

• Create pivot tables and charts, pull data from multiple exports into a single accurate working file, and correct errors, duplicates, and broken formulas

• Prepare recurring internal reports on a fixed schedule, formatted consistently and delivered without being asked

• Format, proofread, and finalize internal documents, memos, agendas, and presentations; build and maintain templates for recurring documents

• Take meeting notes and turn them into clean summaries with clearly assigned action items and owners

• Keep an organized, logically structured, consistently named cloud drive, and convert, merge, and organize PDFs and other file formats

• Keep a master tracker of active projects, deadlines, and dependencies, and pull together research and background summaries on assigned topics

• Document every recurring task you take on as a written standard operating procedure another person could follow

• Use AI assistants to draft, summarize, reformat, and organize routine work — writing clear prompts, iterating when needed, and verifying all output before it goes anywhere

Mandatory Skills:

• Excellent written English — most of this role is written communication, and drafts should need light editing, not rewriting

• Strong working proficiency in Microsoft Excel and Google Sheets, including the ability to write and troubleshoot formulas on your own

• Practical command of common spreadsheet functions: SUM, AVERAGE, COUNTIF and SUMIF, IF and nested logic, VLOOKUP or XLOOKUP, CONCATENATE or TEXTJOIN, TRIM and CLEAN, and date functions

• Able to build pivot tables, apply conditional formatting, sort and filter large data sets, and create basic charts

• Demonstrated proficiency with Google Workspace — Gmail, Calendar, Docs, Sheets, and Drive

• Hands-on experience using AI assistants such as Claude, ChatGPT, or Gemini in a real work context, with the judgment to know when output needs checking

• Genuine attention to detail and dependable follow-through — this role is measured on things not falling through the cracks

• Discretion when handling sensitive internal business information

• Strong communication skills, both written and verbal

• Dependable, detail-focused, and able to work independently

• A reliable high-speed internet connection, a quiet professional workspace, and a documented backup plan for power and connectivity outages

• Willingness to complete a background check and sign a confidentiality agreement

Preferred Skills:

• Advanced spreadsheet skills: INDEX and MATCH, nested lookups, data validation, named ranges, or Power Query

• Experience building a dashboard or recurring reporting file from raw data exports

• Experience supporting a senior executive with a heavy calendar and project load

• Familiarity with a project or task management tool such as Asana, Monday.com, Notion, or Trello

• Experience creating SOPs, process documentation, or internal training materials

• Comfort building simple automations using Google Apps Script, Zapier, or similar

• Able to handle multiple projects and competing priorities at once

Why Join Us:

This is a role with real ownership and visibility, working directly alongside a senior leader who will trust you with the details that matter most. You'll be given the tools to do the work well — including AI assistants — and the autonomy to improve how things get done. We value initiative, resilience, and excellence, and there's genuine room here to grow your responsibilities as trust builds.