Executive Virtual Assistant

Outsourcey; Philippines; Hybrid; PHP 700,000 - 1,000,000; Full time

Benefits offered by this job

Competitive salary

Career growth

Team of industry leaders

Job summary

Outsourcey is seeking a seasoned Senior Virtual Assistant to support a founder-led business in the Philippines. You will manage executive communications, calendars, content creation, Shopify updates, and CRM workflows, ensuring high standards and brand consistency.

The role requires 4+ years of relevant experience, excellent English, strong organizational skills, and the ability to work autonomously across multiple brands and projects. Join us to help elevate our operations and scale efficiently.

Qualifications

• 4+ years in senior VA/executive assistant role.
• Excellent written and spoken English.
• Strong organizational and time-management skills.
• Initiative, accountability and attention to detail.
• Ability to manage multiple priorities independently.
• Experience with a founder/entrepreneur or growing business.
• Experience with Shopify and social platforms.
• Canva design proficiency and brand consistency.

Responsibilities

• Manage multiple business email accounts and follow-ups.
• Calendar management and meeting coordination.
• Prepare meeting notes and track actions.
• Coordinate communication with team, vendors and partners.
• Support SOPs, trackers and internal workflows.
• Update Shopify product listings and merchandising.
• Create and edit digital content using Canva.
• Plan and schedule email campaigns and newsletters.
• Maintain content calendars and brand consistency.

Skills

Senior VA

Executive Assistant

Operations Assistant

English Proficiency

Organizational Skills

Time Management

Multitasking

Attention to Detail

Discretion

Communication

Brand Experience

Canva

Shopify

GHL (GoHighLevel)

Klaviyo

Mailchimp

Adobe Photoshop

Tools

Shopify

GoHighLevel (GHL)

Klaviyo

Mailchimp

Canva

Adobe Photoshop

Job description

Looking to take your career to the next level? Then this role is for you!

Join Outsourcey and be part of our mission to revolutionize global talent expansion! We connect businesses with dedicated full-time teams in the Philippines, offering cost-efficient solutions without compromising quality. Join us and help elevate businesses with complete control and comprehensive support, let's shape the future of work together!

Profile Requirements:

• Min. 4 years of experience as a Senior Virtual Assistant, Executive Assistant, Operations Assistant or similar role.
• Excellent written and spoken English.
• Strong organizational and time-management skills.
• Initiative, accountability and attention to detail.
• Ability to manage multiple priorities independently.
• Good judgment, discretion and problem-solving skills.
• Strong follow-through and proactive communication.
• Experience working with a founder, entrepreneur or growing business.
• Confidence using Shopify, productivity tools, project management systems and social media platforms.
• Strong creative instincts and a keen eye for design, typography, and visual presentation, with the ability to independently create, edit, and adapt high-quality digital content using existing brand guidelines and assets, ensuring consistency with luxury fashion brand standards.
• Willingness to learn new tools, systems and processes.
• Strong proficiency in Canva, including templates, brand kits, layouts and more advanced design features.
• Experience with Adobe Photoshop or other Adobe Creative Cloud applications would be an advantage, but not mandatory if the person is highly skilled in Canva.
• Experience with GoHighLevel (GHL) would be highly desirable, particularly for CRM management, email campaigns, workflows, funnels, social scheduling and analytics.
• Experience with Klaviyo, Mailchimp or similar platforms would also be useful.
• Comfortable using modern AI tools and technology to improve efficiency.
• Experience with tools such as ChatGPT, Canva AI, AI-assisted content and video editing, automation platforms and modern productivity systems would be an advantage.

Core responsibilities:

Executive & Administrative Support

• Managing and organizing multiple business email accounts, monitoring incoming correspondence, responding to routine inquiries and ensuring timely follow-ups.
• Calendar management, meeting coordination, appointments, scheduling and reminders.
• Preparing meeting notes, maintaining action lists and tracking outstanding tasks.
• Organizing daily and weekly priorities and keeping me informed of important developments, deadlines and decisions requiring my attention.
• Coordinating communication with internal team members, vendors, clients and external partners.
• Supporting general administrative tasks, document preparation, research and information management

Business Operations & Project Management

• Supporting day-to-day business operations across our different brands and projects.
• Developing, maintaining and improving SOPs, project trackers, operating calendars and internal workflows.
• Coordinating with production teams, suppliers, freelancers, PR, sales partners and other collaborators.
• Tracking deadlines, deliverables, pending approvals and project progress.
• Following up proactively on outstanding tasks and ensuring commitments are completed.
• Supporting inventory management, production tracking, logistics and general operational coordination.
• Identifying opportunities to improve processes, communication and overall efficiency.
• Providing regular updates and reports on completed work, ongoing projects, priorities and outstanding tasks.

E-commerce, Shopify, Website & Marketplace Management

• Managing routine Shopify updates, including product uploads, descriptions, images, pricing, collections and merchandising.
• Supporting website updates, product launches and ensuring product information and presentation remain accurate and consistent with the brand.
• Coordinating with external technical partners when more advanced website development or maintenance is required.
• Supporting the administration of our existing and developing marketplace relationships, including product listings, inventory sheets, pricing information, order tracking and platform requirements.
• Assisting with wholesale administration, buyer databases, line sheets, approved outreach and follow-ups.
• Coordinating customer inquiries, order updates, returns and relevant customer service activities.
• Helping ensure our online sales channels remain organized, updated and commercially relevant.

Social Media, Content Creation & Creative Support

• Creating social media graphics, carousels, promotional materials, presentations and other digital content.
• Editing, resizing and adapting existing photography, video and creative assets for different platforms.
• Basic short-form video editing, reels, captions and content repurposing would be valuable.
• Supporting content planning, scheduling and publishing across Instagram, Facebook, TikTok, LinkedIn, Threads, Pinterest, YouTube and other relevant platforms.
• Organizing our content library and coordinating with photographers, videographers and creative partners.
• Supporting community engagement, social media monitoring and basic analytics.
• Maintaining content calendars and helping ensure consistency across our brand and founder platforms.

Email Marketing, CRM & Marketing Automation

• Supporting the planning, creation and scheduling of newsletters, email campaigns and promotional communications.
• Managing email marketing calendars, contact lists, audience segmentation and campaign reporting.
• Supporting customer and prospect databases, lead tracking, approved outreach and follow-up sequences.
• Assisting with simple marketing and operational automations that help improve efficiency and customer engagement.
• Monitoring campaign performance and helping identify opportunities for improvement.
• Leverage AI-powered tools and modern technology to streamline content creation, research, reporting, scheduling, administrative tasks, and workflow automation.
• Proactively explore and adopt new tools, systems, and processes to improve productivity, efficiency, and overall workflow management.
• Review and refine AI-generated content to ensure accuracy, quality, confidentiality, and consistency with brand guidelines and standards.
• Apply sound judgment when using AI tools, balancing automation with human oversight to maintain high-quality outputs.

Sales, Business Development & Founder Brand Support

• Supporting approved outreach and follow-ups with buyers, retail partners, clients and potential collaborators.
• Maintaining contact databases, CRM records and sales trackers.
• Assisting with the preparation and organization of presentations, proposals, line sheets and other business materials.
• Coordinating with our sales and wholesale partners to ensure information and deliverables are available when needed.
• Supporting my personal/founder brand activities, including LinkedIn, Substack, speaking engagements, website updates and content scheduling.
• Helping track partnership, press, business development and visibility opportunities.

Production, Logistics & Showroom Coordination

• Tracking production updates, samples, shipments, delivery timelines and supplier communications.
• Supporting sample and inventory records, order fulfillment coordination and returns.
• Coordinating appointments, fittings, pulls and other showroom-related activities where administrative support is required.
• Eventually working alongside an in-person showroom assistant in New York to ensure smooth communication and follow-through.

Benefits:

Competitive salary

Opportunity to shape the HR function of a rapidly growing BPO.

Work closely with a team of industry leaders who have successfully scaled BPOs in the past.

Career growth and development opportunities.