Executive Support VA

VA Masters; Cabuyao; On-site; PHP 223,000 - 402,000; Full time

Job summary

VA Masters in the Philippines seeks a detail-oriented Virtual Executive/Administrative Assistant to support a fast-paced team, coordinating calendars, scheduling meetings, and maintaining CRM records.

You will manage emails, track actions, and ensure contracts and documents are properly named, saved, and kept confidential when handling high-profile client information.

Qualifications

• Proven experience in CRM management and data entry; Excel proficiency required.
• Strong calendar management and scheduling experience.
• Excellent attention to detail with client-facing records.
• Strong document management and organizational skills.
• Reliable, detail-oriented, and able to work independently.
• Strong written and verbal communication; discretion with sensitive information.

Responsibilities

• Coordinate calendars and schedule meetings across multiple stakeholders and time zones.
• Maintain and update CRM records with accurate client information.
• Review meeting notes and update records with key discussion points, requirements, and next steps ahead of upcoming meetings.
• Flag missing or incomplete client information to ensure data accuracy.
• Ensure contracts and documents are properly signed, saved, and correctly named on internal servers.
• Maintain an updated to-do list/tracker reflecting outstanding follow-ups and action items.
• Support administrative and document control tasks, including proper file naming and organized storage.
• Assist with LinkedIn outreach and response tracking (future scope).
• Manage email inbox organization and administration.

Skills

CRM management

Calendar management

Excel

Attention to detail

Document management

Independent worker

Communication skills

Discretion

Job description

Job Summary:
We're keen to welcome a detail-oriented Virtual Executive/Administrative Assistant to support our fast-paced team coordinating high-level client relationships and corporate services. This role involves managing calendar coordination, meeting scheduling, and maintaining accurate CRM and client records for a client base that includes senior executives and high-profile stakeholders. The ideal candidate is highly organized, precise, and comfortable managing sensitive information with discretion and professionalism.

Key Responsibilities:

• Coordinate calendars and schedule meetings across multiple stakeholders and time zones

• Maintain and update CRM records (currently Excel-based, transitioning to a dedicated CRM system) with accurate, up-to-date client information

• Review meeting notes/transcripts and update records with key discussion points, requirements, and next steps ahead of upcoming meetings

• Flag missing or incomplete client information to ensure database accuracy and completeness

• Ensure contracts and documents are properly signed, saved, and correctly named on internal servers

• Maintain an updated to-do list/tracker reflecting outstanding follow-ups and action items

• Support administrative and document control tasks, including proper file naming and organized storage

• Assist with LinkedIn outreach and tracking responses (future scope)

• Manage email inbox organization and administration

Mandatory Skills:

• Proven experience in CRM management and data entry (Excel proficiency required; CRM systems a plus)

• Strong calendar management and scheduling experience

• Excellent attention to detail and accuracy, especially when handling client-facing records

• Strong document management and organizational skills (file naming, storage, version control)

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

• Strong written and verbal communication skills

• Comfortable working with sensitive, high-profile client information with discretion

Preferred Skills:

• Experience supporting executive-level or C-suite client relationships

• Experience in event coordination or corporate services environments

• Familiarity with LinkedIn outreach and response tracking

• Prior virtual assistant or remote administrative experience

• Ability to manage multiple projects simultaneously

Why Join Us:

This is a great opportunity to join a growing, globally-focused team where your organizational skills will directly support high-level client relationships. You'll have the chance to build strong document and CRM systems from the ground up while working with a collaborative, international team.