Office Manager

VA Masters; Pampanga; On-site; PHP 300,000 - 540,000; Full time

Job summary

VA Masters is seeking an Executive & Administrative Assistant in the Philippines (Pampanga) to support a Vice President & General Manager. The role focuses on calendar and inbox management, document preparation, spreadsheet analysis, file organization, and project tracking.

The ideal candidate is exceptionally organized, detail-oriented, and adept at following through on deadlines three weeks out. Responsibilities include handling meetings, drafting correspondences, maintaining templates, and

Qualifications

• Proficient written communication with minimal editing required.
• Experience using spreadsheet functions and data organization.
• Ability to manage calendars, emails, and documents with high accuracy.
• Comfort with AI tools in daily workflows and ability to review outputs.

Responsibilities

• Own and manage executive calendar, schedule meetings, and protect focused work time.
• Coordinate meeting logistics including invitations, links, agendas, and materials.
• Triage inbox, draft correspondence, and surface only essential items.
• Track outstanding items and follow up to prevent delays.
• Build and audit Excel/Google Sheets spreadsheets; create pivot tables and charts.
• Prepare recurring internal reports on a fixed schedule and format consistently.
• Format and finalize internal documents, memos, and presentations; maintain templates.
• Take meeting notes and produce clean summaries with action items and owners.
• Maintain an organized cloud drive, and convert/merge PDFs and files.
• Document recurring tasks as standard operating procedures; use AI assistants appropriately.

Skills

Excellent written English

Strong communication skills

Dependable and detail-focused

Self-directed / independent work

Calendar management

Tools

Excel

Google Sheets

Google Workspace tooling

Job description

Job Summary:

We're in need of a highly organized, self-directed Executive & Administrative Assistant to support a Vice President & General Manager. This is a behind-the-scenes role focused on calendar and inbox management, document preparation, spreadsheet building and analysis, file organization, and project tracking. The person who does well here is unusually good at follow-through - trusted to hold the details, catch the deadline three weeks out, and keep anything from slipping through the cracks. You should also be genuinely comfortable using AI tools as part of your daily workflow, reaching for them fluently and reviewing their output critically.

Key Responsibilities:

• Own and manage the executive's calendar - scheduling, rescheduling, protecting focused work time, and flagging conflicts before they happen with proposed solutions
• Coordinate meeting logistics including invitations, conferencing links, agendas, and advance distribution of materials
• Triage the executive's inbox: sort, label, file, and surface only what genuinely needs attention; draft correspondence and replies for review
• Track outstanding items, open commitments, and action items, following up so nothing stalls
• Build, maintain, clean, and audit spreadsheets in Excel and Google Sheets - using formulas, lookups, conditional logic, and calculated fields to turn raw exports into readable summaries
• Create pivot tables and charts, pull data from multiple exports into a single accurate working file, and correct errors, duplicates, and broken formulas
• Prepare recurring internal reports on a fixed schedule, formatted consistently and delivered without being asked
• Format, proofread, and finalize internal documents, memos, agendas, and presentations; build and maintain templates for recurring documents
• Take meeting notes and turn them into clean summaries with clearly assigned action items and owners
• Keep an organized, logically structured, consistently named cloud drive, and convert, merge, and organize PDFs and other file formats
• Keep a master tracker of active projects, deadlines, and dependencies, and put together research and background summaries on assigned topics
• Document every recurring task you take on as a written standard operating procedure another person could follow
• Use AI assistants to draft, summarize, reformat, and organize routine work - writing clear prompts, iterating when needed, and verifying all output before it goes anywhere

Mandatory Skills:

• Excellent written English - most of this role is written communication, and drafts should need light editing, not rewriting
• Strong working proficiency in Microsoft Excel and Google Sheets, including the ability to write and troubleshoot formulas on your own
• Practical command of common spreadsheet functions: SUM, AVERAGE, COUNTIF and SUMIF, IF and nested logic, VLOOKUP or XLOOKUP, CONCATENATE or TEXTJOIN, TRIM and CLEAN, and date functions
• Able to build pivot tables, apply conditional formatting, sort and filter large data sets, and create basic charts
• Demonstrated proficiency with Google Workspace - Gmail, Calendar, Docs, Sheets, and Drive
• Hands-on experience using AI assistants such as Claude, ChatGPT, or Gemini in a real work context, with the judgment to know when output needs checking
• Genuine attention to detail and dependable follow-through - this role is measured on things not falling through the cracks
• Discretion when handling sensitive internal business information
• Strong communication skills, both written and verbal
• Dependable, detail-focused, and able to work independently
• A reliable high-speed internet connection, a quiet professional workspace, and a documented backup plan for power and connectivity outages
• Willingness to complete a background check and sign a confidentiality agreement

Preferred Skills:

• Advanced spreadsheet skills: INDEX and MATCH, nested lookups, data validation, named ranges, or Power Query
• Experience building a dashboard or recurring reporting file from raw data exports
• Experience supporting a senior executive with a heavy calendar and project load
• Familiarity with a project or task management tool such as Asana, Monday.com, Notion, or Trello
• Experience creating SOPs, process documentation, or internal training materials
• Comfort building simple automations using Google Apps Script, Zapier, or similar
• Able to handle multiple projects and competing priorities at once

Why Join Us:

This is a role with real ownership and visibility, working directly alongside a senior leader who will trust you with the details that matter most. You'll be given the tools to do the work well - including AI assistants - and the autonomy to improve how things get done. We value initiative, resilience, and excellence, and there's genuine room here to grow your responsibilities as trust builds.