Executive Assistant

VA Masters; Malolos; On-site; PHP 350,000 - 500,000; Full time

Job summary

vamasters, Inc. is seeking an organized Executive Assistant to manage inbox, calendar, and social media for a busy wellness practice in the Philippines.

You will follow up on billing and client communications, and repurpose existing content into weekly social media posts in the owner's voice. The ideal candidate is a self-starter who builds systems, enjoys creative work, and communicates clearly in English.

Qualifications

• Proven experience in executive or administrative assistance with email/calendar management.
• Strong organizational skills and ability to build systems.
• Experience with Google Workspace and creating online forms.
• Experience scheduling social media content with tools like Later or Buffer.
• Comfort using AI tools to draft content in a defined brand voice.
• Excellent written English and strong communication skills.
• Ability to take initiative and learn new platforms independently.
• Respect for confidentiality and professionalism.
• Reliable, deadline-driven and self-motivated.

Responsibilities

• Manage and organize the inbox: filter junk, sort emails into folders, and flag priority messages.
• Create to-do lists with action items and deadlines.
• Reply to routine email requests on behalf of the owner.
• Manage the calendar including away messages and out-of-office coverage.
• Follow up with billing platforms on claims and payments.
• Audit weekly billing and follow up on missed charges.
• Review and approve scheduling requests like reschedules.
• Create new forms and intake workflows, organize digital files.
• Repurpose content into weekly social media posts and schedule them.

Skills

Executive support

Email management

Calendar management

Google Workspace

Forms creation

Social media scheduling

AI drafting

English communication

Discretion

Deadline oriented

Tools

Google Workspace

Canva

Later/Buffer

Job description

Job Summary:

A busy wellness practice runs best with an organized, proactive Executive Assistant at the helm of its inbox, calendar, 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. A self-starter who enjoys building systems, with a creative side and a genuine interest in mental health or holistic wellness, is the ideal fit.

Key Responsibilities:

• Manage and organize the inbox: filter junk, sort emails into folders, and flag priority messages
• Separate work and personal items, and create to-do lists with action items and deadlines
• Reply to routine email requests and invitations on the owner's behalf
• Manage the calendar, including setting up away messages and out-of-office coverage
• Follow up with third-party billing platforms through their help desks on claims and payment questions
• Audit weekly billing to confirm all sessions were charged, and send short follow-up messages on missed charges
• Review and approve routine scheduling requests such as reschedules
• Create new forms and intake workflows, and organize digital files and folders
• Repurpose 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 ability to create systems
• Experience with Google Workspace or similar tools, and with creating online forms
• Experience scheduling social media content with tools such as Later, Buffer, or similar
• Comfort 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 independently
• Handles confidential information with discretion and professionalism
• Orderly, true to deadlines, and dependable without reminders

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
• Keeps a steady head when several tasks and priorities compete for attention at once

Why Join Us:

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 grow in scope as the practice expands.