Executive Virtual Assistant

Captain Jay's; Cebu City; On-site; PHP 1,510,000 - 2,266,000; Full time

Job summary

Captain Jay's is seeking an Executive Assistant to manage one executive's calendar across US and Manila time zones. You will book, move, and confirm meetings, guard time, and prepare each session with agendas, attendees, and documents.

You will triage the executive's inbox, draft replies, and track open action items until closed. Strong English, phone-calling comfort, and a reliable follow-up system are essential, as is full-time EST availability.

Qualifications

• 2+ years as Executive Assistant, VA or similar role with calendar management as a core duty.
• Calendar ownership for at least one executive or manager, including scheduling across time zones.
• Hands-on with Outlook / Microsoft 365 calendar and/or Google Calendar: shared calendars, recurring events, time zone settings.
• Your own follow-up system you built and ran, not one you were handed.
• Clear, professional written and spoken English.
• Comfortable making short phone calls to confirm or reschedule.
• Adequate remote-work hardware: 50 Mbps, laptop/desktop, headset with mic, quiet workspace.
• Full-time EST availability, 8:00 AM–5:30 PM EST on weekdays.

Responsibilities

• Own one executive's calendar across US and Manila time zones: book, move and confirm meetings.
• Prevent double-bookings and protect focus time.
• Send day-ahead and week-ahead briefings with conflicts flagged.
• Prepare each meeting: agenda, attendees, documents, and notes from last time.
• Run reminders for deadlines, renewals and follow-ups.
• Triage the executive's inbox: draft replies, file and flag items.
• Track action items from each meeting until closed.
• Make short confirmation and rescheduling calls when email is slow.
• Data entry and record updates across spreadsheets and cloud systems, accurately the first time.

Skills

Calendar management

Outlook/365

Google Calendar

Follow-up system

English communication

Phone call comfort

EST hours availability

Technical setup

Tools

Outlook / Microsoft 365 calendar

Google Calendar

Calendly

Zoom/Teams

Job description

We are a management office supporting 50+ businesses and 400+ team members. We need an Executive Assistant who has owned a busy executive's calendar and kept it clean.

You will run the schedule across time zones, guard the executive's time, and make sure every meeting starts prepared. Nothing gets double-booked, forgotten, or walked into cold.

Long-term role. We promote from within.

What You Will Do

Calendar, most of your day:

• Own one executive's calendar across US and Manila time zones: book, move and confirm meetings.
• Catch double-bookings before they happen and protect focus time.
• Send a day-ahead briefing each evening and a week-ahead briefing each Friday, with conflicts flagged.
• Prep every meeting: agenda, attendees, documents and notes from last time.
• Run the reminder system for deadlines, renewals and follow-ups.

Inbox And Follow-up

• Triage the executive's inbox: draft replies, file, and flag what needs their attention.
• Track action items from each meeting until they are closed.
• Make short confirmation and rescheduling calls when email is too slow.

Admin Backup

• Data entry and record updates across spreadsheets and cloud systems, accurate the first time.

What You Need

• 2+ years as an Executive Assistant, VA or similar role, with calendar management as a core duty.
• Calendar ownership for at least one executive or manager, including scheduling across time zones.
• Hands-on with Outlook / Microsoft 365 calendar and/or Google Calendar: shared calendars, recurring events, time zone settings.
• Your own follow-up system. Something you built and ran, not one you were handed.
• Clear, professional written and spoken English.
• Comfortable making short phone calls to confirm or reschedule.
• 50 Mbps download minimum, a laptop or desktop (not a phone), a headset with microphone, and a quiet workspace.
• Full-time EST availability, 8:00 AM to 5:30 PM EST every weekday. No second job, freelance clients or scheduled classes.

Not the right fit if you have only handled your own schedule, you want part-time or project work, or you can only cover EST hours some days.

Nice To Have

• Supported a C-level executive or business owner directly.
• Scheduling tools such as Calendly, plus Zoom or Teams meeting setup.
• Task trackers such as ClickUp, Asana, Notion or Microsoft To Do.
• Previous work for US-based clients.