Executive Virtual Assistant

vamasters, Inc.; Catbalogan; On-site; PHP 350,000 - 650,000; Full time

Job summary

vamasters, Inc. is seeking a highly organized Executive Assistant to provide senior-level support to a busy business owner. You will manage email, calendar, scheduling across time zones, and help streamline operations using AI tools.

The ideal candidate is tech-savvy, takes initiative, and can act as a trusted right hand. You will coordinate with clients and team across multiple time zones, create newsletters with AI, set up HubSpot CRM, update the company website, and look for ways to automate

Qualifications

• Proven background as an Executive Assistant or senior administrative role.
• Excellent email and calendar management across time zones.
• Strong knowledge of AI tools (such as ChatGPT) and applying them to daily work.
• Experience with HubSpot or a similar CRM.
• Experience updating websites on platforms like WordPress.
• Proactive, resourceful, and able to anticipate needs.

Responsibilities

• Prioritize and manage inbox and flag urgent emails.
• Run the calendar and book meetings and appointments, including personal ones.
• Sit in on calls and meetings and follow through on action items.
• Oversee the team task list, monitoring deadlines and following up.
• Produce and send newsletters using AI tools.
• Set up HubSpot CRM and improve its layout and organization.
• Update the company website.
• Look for ways AI can automate and improve workflows.
• Coordinate with clients and team members in different time zones.

Skills

Executive support experience

Time management

Communication skills

Proactive / self-directed

Attention to detail

Written & verbal communication

Tools

HubSpot CRM

WordPress

AI tools (ChatGPT)

Job description

Job Summary:
We're bringing on a highly organized, proactive Executive Assistant to give senior-level support to a busy business owner. You'll run email and calendar, coordinate scheduling and follow-ups, keep the team's task list moving, and apply AI tools to streamline daily operations. Our ideal hire is tech-savvy, shows initiative, and is comfortable acting as a trusted right hand.

Key Responsibilities:

• Prioritize and manage the inbox, watching incoming emails and flagging or handling anything urgent

• Run the calendar and book meetings and appointments, personal appointments included

• Sit in on calls and meetings when needed and follow through on action items afterward

• Oversee the team task list, monitoring deadlines and following up so work keeps moving

• Produce and send newsletters using AI tools

• Set up the HubSpot CRM and improve its layout and organization

• Update the company website

• Look for ways AI can automate and improve workflows

• Coordinate with clients and team members in different time zones

Mandatory Skills:

• Proven background as an Executive Assistant or in a comparable senior administrative role

• Excellent email and calendar management skills, including scheduling across time zones

• Strong working knowledge of AI tools (such as ChatGPT or similar) and how to use them in daily work

• Experience with HubSpot or a comparable CRM

• Experience updating websites on common platforms (such as WordPress or similar)

• Proactive, resourceful, and able to anticipate needs before being asked

• Dependable, meticulous, and self-directed

• Strong written and verbal communication skills

Preferred Skills:

• Experience supporting a business owner or C-level executive

• Experience in the travel or hospitality industry

• Experience producing newsletters and email campaigns

• Familiarity with task management tools

• Prior experience with clients or teams in US time zones

• Ability to balance multiple projects in parallel

Why Join Us:
This is an excellent opportunity to work alongside a business owner and have a key hand in how the business operates. You'll have space to take initiative, apply your tech and AI skills, and grow into a more strategic role over time.