Executive Virtual Assistant

Captain Jay's Fish & Chicken; Cebu City; Remote; PHP 446,000 - 1,004,000; Full time

Job summary

Captain Jay's Fish & Chicken is seeking an Executive Assistant to own a busy executive's calendar across US and Manila time zones, keeping the schedule clean and on track. This is a long-term, full-time role requiring EST availability and a proactive mindset.

You will prepare agendas and attendee lists for each meeting, triage the inbox, draft replies, and manage reminders for deadlines and renewals. A personal follow-up system and strong written and spoken English are essential for success.

Qualifications

• 2+ years of experience as an Executive Assistant, VA, or similar role.
• Calendar ownership for at least one executive or manager.
• 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.
• 50 Mbps download minimum, a laptop/desktop (not a phone), headset with microphone, and a quiet workspace.
• Full-time EST availability, 8:00 AM to 5:30 PM EST on weekdays.

Responsibilities

• 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.
• Triage the executive's inbox: draft replies, file, and flag what needs attention.
• Track action items from each meeting until they are closed.
• Make short confirmation and rescheduling calls when email is too slow.
• Data entry and record updates across spreadsheets and cloud systems, accurate the first time.

Skills

Calendar management

Time zone coordination

English communication

Phone etiquette

Data entry

Tools

Outlook / Microsoft 365 calendar

Google Calendar

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.