Executive Virtual Assistant

Office Beacon (Philippines) Inc.; Mabalacat; Remote; PHP 420,000 - 600,000; Full time

Job summary

Office Beacon (Philippines) Inc. is seeking a highly organized Executive Virtual Assistant to support a senior executive across two organizations. The role focuses on calendar and email management, meeting coordination, and document organization, with lead follow-up and routine social media tasks.

You will manage calendars across time zones, draft routine responses, prepare meeting agendas, and track deadlines. Proficiency in ClickUp, HubSpot, MS Teams, Google Workspace, Canva is preferred.

Qualifications

• 3+ years of Administrative, Executive Assistance, VA, or Project Coordination experience.
• Executive or founder support experience preferred.
• Excellent written and spoken English.
• Calendar and multi-time-zone scheduling experience.
• Professional email drafting and follow-up experience.
• Strong deadline and task management skills.
• Social media scheduling and content coordination experience.
• CRM and lead tracking experience.
• Proficiency in ClickUp, HubSpot, Microsoft Teams, and Google Workspace.
• Familiarity with Microsoft Office, Canva, LinkedIn, Zoom, and Calendly.
• Strong file and document management skills.
• Ability to manage separate workflows for multiple organizations.
• Strong attention to detail and discretion.
• Ability to work independently with minimal supervision.
• AI tools experience for drafting and administrative tasks preferred.
• Basic video editing or content repurposing is a plus.

Responsibilities

• Manage calendars, meetings, deadlines, and reminders.
• Coordinate appointments across multiple time zones.
• Organize emails, flag priorities, and draft routine responses.
• Prepare meeting agendas, notes, and action items.
• Follow up on outstanding information and deliverables.
• Maintain digital files, contact lists, templates, and records.
• Format presentations, proposals, reports, and business documents.
• Track priorities and tasks across multiple business operations.
• Maintain and schedule social media content calendars.
• Draft captions and create basic graphics using Canva templates.
• Monitor social media comments and direct messages.
• Maintain accurate lead and contact information in CRM systems.
• Send approved follow-up communications to leads and stakeholders.
• Track lead status, next actions, and follow-up dates.
• Schedule discovery calls and consultation appointments.
• Prepare weekly summaries of priorities and outstanding follow-ups.

Skills

Administrative experience

Executive assistance

Project coordination

English proficiency

Calendar management

Deadline management

Email drafting

CRM & lead tracking

Video editing

Tools

ClickUp

HubSpot

Microsoft Teams

Google Workspace

Microsoft Office

Canva

LinkedIn

Zoom

Calendly

Job description

We are looking for a highly organized and proactive Executive Virtual Assistant / Administrative Assistant to provide day-to-day support to a senior executive across two organizations. The role focuses primarily on calendar and email management, meeting coordination, document organization, deadline tracking, and administrative follow-up, with additional responsibilities in social media coordination and routine lead follow-up.

Responsibilities

• Manage calendars, meetings, deadlines, and reminders.

• Coordinate appointments across multiple time zones.

• Organize emails, flag priorities, and draft routine responses.

• Prepare meeting agendas, notes, and action items.

• Follow up on outstanding information and deliverables.

• Maintain digital files, contact lists, templates, and records.

• Format presentations, proposals, reports, and business documents.

• Track priorities and tasks across multiple business operations.

• Maintain and schedule social media content calendars.

• Draft captions and create basic graphics using Canva templates.

• Monitor social media comments and direct messages.

• Maintain accurate lead and contact information in CRM systems.

• Send approved follow-up communications to leads and stakeholders.

• Track lead status, next actions, and follow-up dates.

• Schedule discovery calls and consultation appointments.

• Prepare weekly summaries of priorities and outstanding follow-ups.

Qualifications

• 3+ years of Administrative, Executive Assistance, VA, or Project Coordination experience.

• Executive or founder support experience preferred.

• Excellent written and spoken English.

• Calendar and multi-time-zone scheduling experience.

• Professional email drafting and follow-up experience.

• Strong deadline and task management skills.

• Social media scheduling and content coordination experience.

• CRM and lead tracking experience.

• Proficiency in ClickUp, HubSpot, Microsoft Teams, and Google Workspace.

• Familiarity with Microsoft Office, Canva, LinkedIn, Zoom, and Calendly.

• Strong file and document management skills.

• Ability to manage separate workflows for multiple organizations.

• Strong attention to detail and discretion.

• Ability to work independently with minimal supervision.

• AI tools experience for drafting and administrative tasks preferred.

• Basic video editing or content repurposing is a plus.