Executive Assistant • Virtual Assistant

OLIVIA Professional Solutions; Manila; Remote; PHP 486,000 - 607,000; Full time

Job summary

OLIVIA Professional Solutions is seeking an Executive Assistant to support a CEO, handling calendar management, meeting prep, and confidential day-to-day tasks. As a key right hand, you will coordinate across time zones, manage emails and communications, and ensure projects run smoothly with proactive, detail-oriented organization.

This full-time remote role aligns to US client time zones and offers a stable contractor arrangement.

Qualifications

• Proven experience as an Executive Assistant or Operations Support to a C-level executive.
• Advanced proficiency in Microsoft Teams, Outlook, and other collaboration tools.
• Excellent written and verbal English communication.
• Highly organized, adaptable, and detail-oriented.
• Able to work in US time zone.

Responsibilities

• Strategically organize the CEO's calendar and prioritize meetings.
• Coordinate end-to-end meetings: agendas, logistics, and Minutes of the Meeting.
• Draft, proofread, and manage professional correspondence.
• Handle day-to-day administrative tasks and manage information flow between stakeholders.
• Anticipate needs and ensure deliverables land on schedule.

Skills

Executive assistant experience

Microsoft Teams & Outlook

English proficiency

Highly organized

US time zone familiarity

Tools

Microsoft Teams

Outlook

Google Workspace

Job description

WE ARE HIRING: EXECUTIVE ASSISTANT VA

Be the right hand that keeps a CEO's world running.

Every calendar you protect, every meeting you tee up, and every detail you catch gives a high-level executive the clarity to lead at full speed. At OLIVIA, you are not just managing tasks. You are the structure behind the success.

Full-Time | US Time zone (aligned to your client's time zone and preference)

$693 - $866 / month | Independent Contractor

Response time: We review every application carefully and will update you on your status within 2 weeks.

ABOUT OLIVIA

OLIVIA Professional Solutions is a leading VA staffing agency that trains and places virtual assistants with home care agencies across the United States. Our VAs power recruitment, scheduling, intake coordination, social media, and bookkeeping, making sure our clients always have the right caregivers for the seniors who depend on them. When you join OLIVIA, you join a team that invests in your training and your growth.

ABOUT THE ROLE

Our clients are high-level executives leading multiple companies through a fast-paced schedule of meetings, strategy sessions, and daily operations. Looking for an exceptional Executive Assistant to bring structure, clarity, and proactive support to their workday. You will be the primary point of coordination for the CEO, making sure daily priorities, meetings, and projects run seamlessly. This role rewards sharp organization, strong communication, independent judgment, and absolute confidentiality.

WHAT YOU WILL DO AS AN EXECUTIVE ASSISTANT

Strategically organize, prioritize, and maintain the CEO's calendar to maximize productivity and minimize conflicts. Coordinate meetings end to end: prepare agendas, manage logistics, and document Minutes of the Meeting and follow-ups through Microsoft Teams (HIPAA-compliant). Track to-dos and projects so every action item is completed on time. Draft, proofread, and manage correspondence with professionalism and accuracy. Handle day-to-day administrative tasks and manage the flow of information between internal and external stakeholders. Anticipate needs, track commitments, and make sure deliverables land on schedule. Use the right technology tools to streamline processes and keep everything coordinated.

WHAT WE ARE LOOKING FOR

Proven experience as an Executive Assistant or Operations Support to a C-level executive. Strong critical thinking and decision-making with a proactive, solutions-oriented approach. Advanced proficiency in Microsoft Teams, Outlook, and other collaboration or task management tools. Excellent written and verbal English. Highly organized, adaptable, and detail-oriented. Able to work in US time zone.

NICE TO HAVE

Experience managing complex executive calendars and high-volume meetings. Familiarity with HIPAA-compliant systems and data handling. A self-starter who thrives in fast-paced, dynamic environments. Professional, dependable, and trusted with sensitive information.

TOOLS COMMONLY USED

Microsoft Teams, Outlook, Google Workspace, and task management platforms.

MINIMUM SYSTEM REQUIREMENTS

Computer

• Operating System: Windows 10 / Windows 11 or latest macOS.
• CPU: Windows: Intel i5 (8th Gen+) or AMD Ryzen 5+; Apple/MacBook: Intel i5+ or Apple M1 chip or newer (M2, M3, etc.).
• Memory: 8 GB+ (16 GB ideal for multitasking).
• Storage: 256 GB SSD/HDD.

Internet, Primary Connection

• Download and Upload: Minimum 85 Mbps each, verified via live speed test at the IT System Check.
• Type: DSL or Fiber.
• Ownership: home-owned/in-house DSL, Fiber, or Cable.
• Recommended Plan: at least 150 Mbps advertised, since Philippine ISP plans often deliver below the advertised rate, so this margin reliably clears the 85 Mbps minimum.
• Connection: Wired (Ethernet) recommended for the check; WiFi is acceptable if it meets the threshold at test time.

Internet, Backup Connection

• Download and Upload: Minimum 50 Mbps each, verified via live speed test.
• Recommended Plan: at least 100 Mbps advertised (e.g., LTE pocket WiFi or hotspot) to reliably clear the 50 Mbps minimum.
• Acceptable Options: home WiFi from major providers (e.g., Smart, Globe), a strong 5G/LTE data hotspot (prepaid or postpaid) via a mobile phone, or an LTE antenna-type router.

Backup Power

• Acceptable Sources: gas or diesel generator; high-powered inverter (at least 300 watts, laptops only); or a heavy-duty power bank (minimum 120,000 mAh, laptops only).
• Duration: must power both computer and internet for 8 to 9 hours to cover a full shift during outages.

Peripherals and Workspace

• Headset & Microphone: USB noise-cancelling set (e.g., Logitech H390 or equivalent).
• Camera: 720p minimum, 1080p recommended for Zoom/Google Meet. A quiet, well-lit workspace with no heavy background noise.