Executive Virtual Assistant: Growth-Focused Admin & HR Support

SOVA; Angeles; On-site; PHP 420,000 - 650,000; Full time

Benefits offered by this job

In-house medical team

HMO coverage

Growth opportunities

Job summary

optiBPO is seeking a capable General Virtual Assistant in Angeles City, Pampanga, to take over the MD’s inbox, calendar, and daily admin tasks, enabling him to focus on sales, estimating, and growth.

You will support HR administration, recruitment, onboarding, and document management, maintain HR Central templates, manage CRM leads and pipeline, prepare proposals, and assist in finance reporting for Australia-bound work.

Qualifications

• 3+ years as an executive or virtual assistant to a business owner or director.
• 2+ years of HR administration or generalist experience, including recruitment, onboarding, and employee records
• Excellent written English: clear, professional, no errors
• Strong Google Workspace skills
• CRM experience (Zoho, HubSpot or similar)
• Proactive: flags problems early and brings solutions, not questions
• Reliable internet, backup power, and a quiet workspace

Responsibilities

• Triage the MD’s inbox daily: action, delegate, file or flag
• Draft replies to clients, subcontractors, suppliers and Head Office for approval
• Manage the calendar: site meetings, client meetings, travel time between sites
• Prepare a short daily brief: today’s meetings, urgent items, overdue follow-ups
• Log new enquiries in the CRM within the same business day
• Book site meetings and send confirmations and reminders
• Chase quotes sent: follow up at set intervals until won or lost
• Keep the pipeline current and report weekly on leads, quotes out and conversion
• Gather drawings, specs and client briefs into a tidy job folder before estimating starts
• Request and chase subcontractor and supplier quotes
• Format and proof quotes and proposals before they go out
• Prepare letters, proposals, contracts and notices from company templates
• Keep Google Drive organised by job, with consistent naming
• Proofread all outgoing documents for accuracy and tone
• Help chase overdue client payments with templated reminders
• Prepare a weekly snapshot: revenue against target, receivables, pipeline
• Support the finance manager with document collection; no payment authority
• Take minutes and actions at the weekly team meeting; follow up on owners
• Maintain simple process documents and checklists as they are agreed
• Run day-to-day HR administration in HR Central (the platform provides compliance and HR advice)
• Recruitment: post ads, screen applicants, book interviews, run reference checks
• Onboarding and offboarding: contracts, inductions, licences and tickets, system access
• Keep employee records, policies and position descriptions current in HR Central
• Track probation reviews, performance reviews and leave
• Prepare HR documents from HR Central templates for MD review and sign-off
• Provide ad hoc support to the MD’s other business interests as required, to the same standards and confidentiality
• Research, bookings and one-off admin tasks as directed

Skills

Executive assistant

Virtual assistant

English proficiency

Google Workspace

CRM experience

Proactive attitude

Reliable internet

Tools

Zoho CRM

Buildxact

Base Management

Xero

Lucid

HR Central

Job description

optiBPO is seeking a capable General Virtual Assistant in Angeles City, Pampanga, to take over the MD’s inbox, calendar, and daily admin tasks, enabling him to focus on sales, estimating, and growth.

You will support HR administration, recruitment, onboarding, and document management, maintain HR Central templates, manage CRM leads and pipeline, prepare proposals, and assist in finance reporting for Australia-bound work.