Executive Admin VA

VA Masters; Lapu-Lapu; On-site; PHP 335,000 - 558,000; Full time

Job summary

VA Masters is seeking a highly organized Executive Virtual Assistant to manage inboxes and daily administrative operations across multiple entities. You will apply judgment to incoming communications, keep records tidy, and help implement AI-enhanced workflows.

The role requires strong written English, meticulous attention to detail, and the ability to drive recurring processes with minimal supervision. You will coordinate tasks, chase inputs, and ensure timely completion.

Qualifications

• Experience in executive assistance, inbox management, or high-level admin support.
• Strong written English for drafting professional correspondence unaided.
• Excellent judgment in prioritizing, categorizing, and escalating email.
• Track record running recurring administrative processes across multiple entities.
• At ease with Google Workspace and cloud-based tools.
• Highly organized with attention to detail and follow-through.
• Proactive approach—chasing inputs and pushing work forward.

Responsibilities

• Watch, triage, and work through several email inboxes on a steady recurring basis
• Draft, send, and chase routine correspondence on the executive's behalf
• Apply consistent filing, labeling, and folder structures so nothing gets buried or lost
• Flag time-sensitive items and elevate anything needing the executive's direct attention
• Prepare and send recurring invoices, payment reminders, and follow-ups
• Coordinate and see through assorted projects and one-off administrative tasks
• Chase the executive proactively for input, approvals, and information needed to close tasks out
• Spot repetitive workflows and help document, streamline, or automate them over time

Skills

Executive assistance experience

Inbox management

High-level administrative support

Excellent written English

Judgment in prioritizing/email routing

Proactive problem solving

Tools

Google Workspace

Cloud-based tools

Job description

Job Summary: We're keen to bring on a highly organized and proactive Executive Virtual Assistant to take charge of inbox management and daily administrative operations across several business entities. The role suits someone who can quickly grasp how decisions get made, work through incoming communication with judgment rather than simply sorting it, and steadily absorb recurring administrative work with minimal hand-holding. We're also actively weaving AI into how we operate, so comfort with AI tools — or real curiosity to learn them — counts for a lot here.

Key Responsibilities:

• Watch, triage, and work through several email inboxes on a steady recurring basis

• Draft, send, and chase routine correspondence on the executive's behalf

• Apply consistent filing, labeling, and folder structures so nothing gets buried or lost

• Flag time-sensitive items and elevate anything needing the executive's direct attention

• Prepare and send recurring invoices, payment reminders, and follow-ups

• Follow outstanding items, payments, and deadlines across multiple entities and hold records current

• Keep digital documentation and filing systems tidy for administrative and financial records

• Coordinate and see through assorted projects and one-off administrative tasks

• Chase the executive proactively for input, approvals, and information needed to close tasks out

• Spot repetitive workflows and help document, streamline, or automate them over time

Mandatory Skills:

• Demonstrated experience in executive assistance, inbox management, or high-level administrative support

• Strong written English with the ability to draft professional correspondence unaided

• Excellent judgment in prioritizing, categorizing, and escalating email

• Track record running recurring administrative processes across more than one entity or account

• At ease with Google Workspace (Gmail, Drive, Docs, Sheets) and general cloud-based tools

• Highly organized with sharp attention to detail and follow-through

• Truly proactive — willing to chase down answers and push work forward rather than wait

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

• Strong communication skills, with the confidence to rise issues and ask questions early

Preferred Skills:

• Working knowledge of QuickBooks or similar accounting/bookkeeping software

• Background with invoicing, payment tracking, and basic financial administration

• Familiarity with AI tools (ChatGPT, Claude, or similar) and an interest in applying them to daily work

• Exposure to automation or workflow tools, or willingness to pick up AI-assisted workflows

• Prior work supporting an executive or business owner running multiple ventures

• Capacity to run multiple projects and priorities concurrently

• Track record creating or maintaining SOPs and process documentation

Why Join Us: This role carries genuine ownership and room to grow. You'll be trusted with the systems that keep several businesses running, and as you master the work, the scope and responsibility will widen alongside it. You'll also be encouraged to bring AI and automation into how the work gets done — this is a place where making yourself more effective is truly rewarded, not resisted.