Executive Virtual Assistant

Captain Jay's; Philippines; Remote; PHP 1,588,000 - 2,999,000; Full time

Benefits offered by this job

Promotion from within

Job summary

Captain Jay's is seeking an Executive Assistant to own a busy executive's calendar across US and Manila time zones, ensuring meetings start prepared and never collide. The role includes inbox triage, action-item tracking, and concise follow-ups, with a long-term, internal-promotion path.

Requirements include 2+ years in EA/VA roles with calendar management as a core duty, proficiency in Outlook/365 or Google Calendar, and clear professional English.

Qualifications

• Minimum 2+ years as an Executive Assistant, VA or similar role focused on calendar management.
• Calendar ownership for at least one executive or manager across time zones.
• Proficient with Outlook/Microsoft 365 and Google Calendar, including shared calendars and recurring events.

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 their 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

Written English

Phone call coordination

Data entry

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.