Email and Calendar Manager VA

VA Masters; Cabuyao; On-site; PHP 279,000 - 502,000; Full time

Job summary

vamasters, Inc. invites applications for an organized Executive Assistant to support a busy wellness practice with day-to-day administration and social media tasks.

You will manage the inbox and calendar, follow up on billing and client communications, and turn existing content into scheduled social media posts using the owner's voice and scheduling tools.

The role rewards initiative, system-building, and discretion, with opportunities to expand as the practice grows.

Qualifications

• Proven experience in executive or administrative assistance, including email and calendar management.
• Strong organizational skills and a natural talent for creating systems.
• Experience with Google Workspace or similar tools, and with building online forms.
• Experience scheduling social media content with tools such as Later, Buffer, or similar.
• Comfortable using AI tools to draft content in a defined brand voice.
• Excellent written English and strong communication skills.
• Ability to take initiative and work out new platforms independently.
• Handles confidential information with discretion and professionalism.
• Trustworthy, careful, and comfortable working on your own.

Responsibilities

• Manage and organize the inbox by filtering junk, sorting emails into folders, and flagging priority messages
• Sort work and personal items apart and build to-do lists with action items and deadlines
• Reply to routine email requests and invitations on the owner's behalf
• Run the calendar, including setting up away messages and out-of-office coverage
• Follow up with third-party billing platforms via their help desks on claims and payment questions
• Audit weekly billing to make sure every session was charged, and send brief follow-ups on missed charges
• Review and approve routine scheduling requests, such as reschedules
• Build new forms and intake workflows, and keep digital files and folders organized
• Turn existing website copy, presentations, and educational materials into weekly social media posts in the owner's voice, and schedule them with social media scheduling tools

Skills

Email management

Calendar management

System building

English communication

Independent work

Discretion

Take initiative

Team coordination

Tools

Google Workspace

Google Forms

Later

Buffer

Canva

AI drafting tools

Job description

Job Summary

Our wellness practice is pleased to share a new opening for an organized, proactive Executive Assistant to keep a busy practice running with day-to-day administration and social media. You will keep the inbox and calendar under control, follow up on billing and client communications, and turn existing content into scheduled social media posts. We want a self-starter who enjoys building systems, has a creative side, and shows genuine interest in mental health or holistic wellness.

Key Responsibilities

• Manage and organize the inbox by filtering junk, sorting emails into folders, and flagging priority messages
• Sort work and personal items apart and build to-do lists with action items and deadlines
• Reply to routine email requests and invitations on the owner's behalf
• Run the calendar, including setting up away messages and out-of-office coverage
• Follow up with third-party billing platforms via their help desks on claims and payment questions
• Audit weekly billing to make sure every session was charged, and send brief follow-ups on missed charges
• Review and approve routine scheduling requests, such as reschedules
• Build new forms and intake workflows, and keep digital files and folders organized
• Turn existing website copy, presentations, and educational materials into weekly social media posts in the owner's voice, and schedule them with social media scheduling tools

Mandatory Skills

• Proven experience in executive or administrative assistance, including email and calendar management
• Strong organizational skills and a natural talent for creating systems
• Experience with Google Workspace or similar tools, and with building online forms
• Experience scheduling social media content with tools such as Later, Buffer, or similar
• Comfortable using AI tools to draft content in a defined brand voice
• Excellent written English and strong communication skills
• Ability to take initiative and work out new platforms independently
• Handles confidential information with discretion and professionalism
• Trustworthy, careful, and comfortable working on your own

Preferred Skills

• Interest in or basic knowledge of mental health, wellness, or holistic health
• Creative eye for social media content, with experience in Canva or similar design tools
• Experience supporting a healthcare, therapy, or wellness practice
• Familiarity with insurance or billing follow-up, or practice management platforms
• Experience creating content from existing materials such as presentations or website copy
• Skilled at running several tasks and priorities side by side

Why Join Us

Here is a great opportunity to work directly with a warm, supportive professional in a meaningful field. You will have room to take initiative, build systems, and show your creative side beyond administrative work. The role can broaden in scope as the practice expands.