Experienced Executive Assistant - (Dayshift - Hybrid)

VAP; Davao City; On-site; PHP 335,000 - 603,000; Full time

Benefits offered by this job

HMO w/ Dental Coverage + Dependents +

Free Mental Health Consultations

2-week paid Holiday Break

Fixed weekends off

Day shift schedule

Job summary

VAP is seeking a detail-oriented Executive Assistant to provide administrative and systems support, coordinate workflows, and help keep day-to-day operations organised. You will manage information, support communications, maintain accurate records, and work across multiple digital platforms while handling confidential data responsibly.

The ideal candidate will have strong English, excellent Excel skills, and proven ability to manage multiple tasks with minimal supervision.

Qualifications

• Previous experience in an administrative, systems support, executive assistance, or coordination role.
• Excellent written and spoken English.
• Strong Excel skills, including filters, formulas, lookups, and data validation.
• High attention to detail, accuracy, and consistency.
• Confident using digital systems and quick to learn new platforms.
• Strong organisational skills and the ability to manage multiple tasks and deadlines.
• Good communication skills and a proactive approach to problem-solving.
• Reliable, adaptable, and comfortable working remotely with minimal supervision.
• Ability to handle personal and confidential information responsibly and in line with data protection requirements.
• Familiarity with Monday, Slack, and Google Workspace is highly regarded.
• Experience using Rosterfy or a similar workforce management platform is highly regarded.
• Experience supporting event operations, workforce management, volunteer programmes, shared inboxes, or customer support is an advantage.
• Familiarity with mass communications, mailing lists, and basic reporting tools is an advantage.
• Experience working with international or geographically dispersed teams is an advantage.
• Amenable to working onsite in our Cebu Office (IT Park)

Responsibilities

• Provide day-to-day administrative and coordination support to help maintain smooth operations.
• Manage and update information across platforms such as Monday, Slack, Google Workspace, and Rosterfy.
• Use Excel to organise, review, and maintain accurate data and reports.
• Monitor tasks, deadlines, and outstanding items to ensure timely completion.
• Manage shared inboxes and respond to or direct incoming queries as required.
• Support mass communications, mailing lists, and workforce or volunteer updates.
• Assist with event operations, workforce coordination, and volunteer programme administration as needed.
• Maintain accurate records and handle personal and confidential information appropriately.
• Coordinate communications and administrative requirements across international or geographically dispersed teams.
• Identify administrative issues and support improvements to workflows and processes.

Skills

Excel

English

Organisational skills

Remote work

Data privacy

Tools

Monday

Slack

Google Workspace

Rosterfy

Job description

Are you highly organised and confident managing competing priorities?

Skilled in Excel, digital systems, and administrative coordination?

Ready to keep people, processes, and operations running smoothly?

Bring structure to operations through reliable administrative support.

About the Role

We are seeking a detail-oriented Executive Assistant to provide administrative and systems support, coordinate workflows, and help keep day-to-day operations organised. You will manage information, support communications, maintain accurate records, and work across multiple digital platforms while handling confidential data responsibly.

Ideal Candidate (Must Have Requirements)

• Previous experience in an administrative, systems support, executive assistance, or coordination role

• Excellent written and spoken English

• Strong Excel skills, including filters, formulas, lookups, and data validation

• High attention to detail, accuracy, and consistency

• Confident using digital systems and quick to learn new platforms

• Strong organisational skills and the ability to manage multiple tasks and deadlines

• Good communication skills and a proactive approach to problem-solving

• Reliable, adaptable, and comfortable working remotely with minimal supervision

• Ability to handle personal and confidential information responsibly and in line with data protection requirements

• Familiarity with Monday, Slack, and Google Workspace is highly regarded

• Experience using Rosterfy or a similar volunteer or workforce management platform is highly regarded

• Experience supporting event operations, workforce management, volunteer programmes, shared inboxes, or customer support is an advantage

• Familiarity with mass communications, mailing lists, and basic reporting tools is an advantage

• Experience working with international or geographically dispersed teams is an advantage

• Amenable to working onsite in our Cebu Office (IT Park)

Tasks and Responsibilities

• Provide day-to-day administrative and coordination support to help maintain smooth operations

• Manage and update information across platforms such as Monday, Slack, Google Workspace, and Rosterfy

• Use Excel to organise, review, and maintain accurate data and reports

• Monitor tasks, deadlines, and outstanding items to ensure timely completion

• Manage shared inboxes and respond to or direct incoming queries as required

• Support mass communications, mailing lists, and workforce or volunteer updates

• Assist with event operations, workforce coordination, and volunteer programme administration as needed

• Maintain accurate records and handle personal and confidential information appropriately

• Coordinate communications and administrative requirements across international or geographically dispersed teams

• Identify administrative issues and support improvements to workflows and processes

Industry-leading benefits

• HMO w/ Dental Coverage + Dependents + Free Mental Health Consultations

• 2-week paid Holiday Break. Enjoy the season without worrying about your work.

• Fixed weekends off (Saturday and Sunday). Take control of your weekends, relax with loved ones, or indulge in your passions.

• Take advantage of working the day shift schedule! Wake up to the sunrise and wind down as the sun sets.

We have a virtual recruitment process. What you need

• Strong and Stable Internet Connection for uninterrupted video interviews

• Laptop or PC with Webcam for online assessments and interviews

About VAP

VAP is a leading, fast-growing offshore staffing solution for Australian and New Zealand small and medium businesses. We recruit and manage virtual assistants (VAs) to empower business owners to achieve their goals. At the same time, we create meaningful opportunities for our staff in the Philippines to lead better lives.

We pride ourselves on having a supportive and collaborative team. We value energy, candid communication, and a high-performance work environment. We are looking for someone who fits well into this culture and can contribute positively to our team's dynamic.

Other Career Opportunities

• General Admin VAs

• AU Accountants/Bookkeepers

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• Mortgage Broking VAs

• Mortgage Parabrokers (anywhere in the PH)

• Paraplanners

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• Team Manager - Client Facing