Executive Assistant

VA Masters; Caloocan; On-site; PHP 335,000 - 614,000; Full time

Job summary

VA Masters is seeking an organized Executive Assistant to support daily operations of a growing construction business in Metro Manila. The role emphasizes calendar management, email routing, workflow refinement, and data organization within the project management system.

The successful candidate will track proposals, bids, payments, and SOVs, while assisting with bookkeeping and data transitions across platforms. Flight/travel coordination and independent work are expected.

Qualifications

• Experience as an executive or administrative assistant.
• Strong calendar and email management skills.
• Familiarity with accounting software such as Xero and/or QuickBooks.
• Experience with project management tools.
• Strong organizational skills with the ability to structure and track information.
• Reliable, detail-oriented, and able to work independently.
• Strong communication skills.

Responsibilities

• Manage and maintain calendars, including scheduling and coordinating travel to avoid conflicts.
• Sort through incoming emails and route information to the correct place (project system, calendar, etc.).
• Track upcoming proposals, bids, and potential project opportunities.
• Monitor pay applications and invoices, including sending reminders on payment timelines (e.g., net 30 follow-ups).
• Enter project data such as proposals and schedules of values (SOV) into the project management system.
• Organize and structure project information so completed work can be pulled by month or phase.
• Maintain a dedicated task calendar and keep daily priorities visible and up to date.
• Assist with bookkeeping tasks, including reconciling and merging financial records.
• Support the transition and integration of accounting data between platforms.

Skills

Executive/Administrative assistant

Calendar management

Email management

Strong communication

Strong organization

Attention to detail

Independent work

Tools

Xero

QuickBooks

Contractor Foreman

Construction management software

Job description

Job Summary

We're thrilled to be taking on a highly organized and proactive Executive Assistant to support the day-to-day operations of a growing construction business. This role centers on managing calendars, sorting and organizing incoming communications, tracking proposals and bids, and keeping projects structured within our project management system. The ideal candidate is detail-oriented, systems-minded, and comfortable helping build and refine workflows as the business scales.

Key Responsibilities

• Manage and maintain calendars, including scheduling and coordinating travel to avoid conflicts

• Sort through incoming emails and route information to the correct place (project system, calendar, etc.)

• Track upcoming proposals, bids, and potential project opportunities

• Monitor pay applications and invoices, including sending reminders on payment timelines (e.g., net 30 follow-ups)

• Enter project data such as proposals and schedules of values (SOV) into the project management system

• Organize and structure project information so completed work can be pulled by month or phase

• Maintain a dedicated task calendar and keep daily priorities visible and up to date

• Assist with bookkeeping tasks, including reconciling and merging financial records

• Support the transition and integration of accounting data between platforms

Mandatory Skills

• Experience as an executive or administrative assistant

• Strong calendar and email management skills

• Familiarity with accounting/bookkeeping software (Xero and/or QuickBooks)

• Experience with project management tools

• Strong organizational skills with the ability to structure and track information

• Reliable, detail-oriented, and able to work independently

• Strong communication skills

Preferred Skills

• Experience with Contractor Foreman or similar construction management software

• Background supporting construction, contracting, or trades businesses

• Experience with accounting migrations or merging data between platforms (e.g., QuickBooks to Xero)

• Familiarity with construction workflows such as proposals, bid packages, change orders, and SOVs

• Ability to manage multiple projects and priorities simultaneously

Why Join Us

This is a great opportunity to become a key partner in a fast-growing business, working closely with the owner to build systems and processes from the ground up. You'll enjoy schedule flexibility and the chance to grow your responsibilities over time as the company expands. If you're organized, dependable, and excited to grow alongside a business, we'd love to work with you.