Email and Calendar Manager VA

Tavor Perry; Baybay; On-site; PHP 420,000 - 660,000; Full time

Job summary

Tavor Perry in the Philippines is seeking an experienced Executive Assistant to support the founder and leadership team. You will manage calendars, inboxes, follow-ups, and task tracking, ensuring nothing slips through the cracks while communicating directly with senior leadership.

The role requires strong organization, proactive problem-solving, and a readiness to handle ad hoc admin tasks and cross-functional coordination at a fast pace.

Qualifications

• Proven experience as an Executive Assistant or similar role supporting senior leaders.
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Responsibilities

• Manage the executive's calendar and resolve scheduling conflicts.
• Monitor, sort, and reply to emails on the executive's behalf.
• Check in with team members and external contacts to keep projects on track.
• Update the task tracker in Google Sheets with status updates on proposals and RFPs.
• Coordinate meetings, prepare agendas, and record action items.
• Maintain organized documents, files, and shared folders.
• Alert the executive to priorities, risks, and overdue items.
• Handle ad hoc administrative requests and asynchronous tasks.
• Create routines and simple processes to lighten workload over time.

Skills

Executive support

Calendar management

Email management

Organizational skills

English proficiency

Deadline accountability

Communication skills

US-asynchronous collaboration

Proactive mindset

Task management tools

Tools

Asana

ClickUp

Notion

Trello

Job description

Job Summary:

A leader's best hours are often lost to scheduling and email, and an experienced Executive Assistant will give those hours back to our founder and fast-moving leadership team. You will take charge of calendars, inboxes, follow-ups, and task tracking so that nothing slips through the cracks. An organized, proactive professional who is comfortable communicating directly with senior leadership is the right fit.

Key Responsibilities:

• - Keep the executive's calendar in order, booking meetings and resolving scheduling conflicts
• - Watch, sort, and reply to emails on the executive's behalf
• - Check in with team members and external contacts so projects and deadlines stay on track
• - Update the task tracker in Google Sheets, including status updates on active proposals and RFPs
• - Coordinate key meetings, prepare agendas, and record action items
• - Keep documents, files, and shared folders organized and easy to find
• - Alert the executive to priorities, risks, and overdue items before they become problems
• - Take on ad hoc administrative requests and support asynchronous tasks on your own
• - Create routines and simple processes that lighten the executive's workload over time

Mandatory Skills:

• - Proven experience as an Executive Assistant or in a similar role supporting senior leaders
• - Strong calendar and email management skills (Google Workspace: Gmail, Google Calendar, Google Sheets)
• - Excellent organizational skills and the ability to keep track of many tasks and deadlines
• - Comfortable following up persistently and professionally with internal and external contacts
• - Excellent spoken and written English, with confidence on direct calls with leadership
• - Accountable for deadlines, vigilant about errors, and capable of staying on task without a manager looking over your shoulder
• - Strong communication skills

Preferred Skills:

• - Experience supporting a founder or executive at a startup or fast-growing company
• - Familiarity with RFP, proposal, or bid coordination
• - Experience with task management tools such as Asana, ClickUp, Notion, or Trello
• - Adept at keeping several projects in motion together, using a simple system to track each and surface problems early
• - Prior experience working asynchronously with a US-based team
• - A proactive mindset that anticipates needs instead of waiting for instructions

Why Join Us:

Here is a high-trust role alongside company leadership at an exciting stage of growth. You will be a key part of a small, driven team, with room to widen your responsibilities as the company grows. If you enjoy keeping things organized and making a real difference behind the scenes, we would love to meet you.