Email and Calendar Manager VA

vamasters, Inc.; San Carlos; On-site; PHP 420,000 - 560,000; Full time

Job summary

vamasters, Inc. is seeking an organized Executive Assistant to support a busy wellness practice with daily administration and social media management.

You will manage inbox and calendar, handle routine billing follow-ups, and transform existing content into weekly social media posts. A proactive self-starter who enjoys creating systems and has a creative side will thrive in this role, with a focus on mental health and holistic wellness.

Qualifications

• Proven executive or administrative experience with inbox and calendar management.
• Strong organizational skills and systems thinking.
• Experience with Google Workspace and building online forms.
• Experience scheduling social media content with tools like Later or Buffer.
• Excellent written English and professional communication.

Responsibilities

• Organize the inbox: filter junk, sort emails, and flag priority messages.
• Manage the owner's calendar and away messages/out-of-office coverage.
• Follow up with billing platforms on claims and payments.
• Turn existing content into weekly social media posts in the owner's voice.

Skills

Executive support

Calendar management

Email management

Google Workspace

Social media scheduling

AI content drafting

Written English

Discretion & professionalism

Tools

Google Workspace

Canva

Later

Buffer

Job description

Job Summary:

Sign on with us as an organized, proactive Executive Assistant who supports a busy wellness practice with daily administration and social media. You’ll keep the inbox and calendar in order, follow up on billing and client communications, and turn existing content into scheduled social media posts. You’ll feel at home in this role if you’re a self-starter who enjoys creating systems, has a creative side, and cares about mental health or holistic wellness.

Key Responsibilities:

• Organize the inbox: filter out junk, sort emails into folders, and flag priority messages
• Separate work from personal items and build to-do lists with action items and deadlines
• Answer routine email requests and invitations on the owner’s behalf
• Manage the calendar, including away messages and out-of-office coverage
• Follow up with third-party billing platforms through their help desks on claims and payment questions
• Check 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
• Create new forms and intake workflows, and keep digital files and folders organized
• Rework 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 figure out new platforms on your own
• Handles confidential information with discretion and professionalism
• Methodical, dependable, and quick to take initiative

Preferred Skills:

• Interest in or basic knowledge of mental health, wellness, or holistic health
• A 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
• Capable of handling a number of tasks and priorities at once

Why Join Us:

This is a great opportunity to work directly with a warm, supportive professional in a meaningful field. You’ll have room to take initiative, build systems, and bring your creative side to work beyond admin. The role can grow as the practice expands.