Personal Assistant VA

vamasters, Inc.; Cadiz; On-site; PHP 420,000 - 660,000; Full time

Job summary

vamasters, Inc. seeks an experienced Executive Assistant to provide high-level support to a founder balancing an early-stage business with personal life requirements. You will manage calendars, inboxes, travel, invoices, and file systems while maintaining discretion and professional communication.

The role requires strong written English, the ability to propose and implement efficient tools, and a proactive mindset to keep complex schedules running smoothly.

Qualifications

• Several years of experience as an Executive Assistant to senior executives or founders.
• Excellent written English with the ability to produce professional, natural-sounding correspondence without leaning on AI-generated content
• Solid calendar, inbox, and travel management experience
• Experience managing bill payments, invoices, and financial document organization
• Knowledge of Google Workspace and/or Microsoft 365
• High discretion and experience keeping confidential and financial information secure
• Responsible, exact, and comfortable working independently
• Clear communication skills with a proactive, anticipate-the-need mindset

Responsibilities

• Oversee the executive's calendar, arranging meetings, setting reminders, and keeping business and personal commitments neatly organized
• Sync a shared calendar with a family member to line up schedules and head off conflicts
• Sort and organize the inbox, splitting business from personal correspondence and highlighting priority items
• Organize travel, including flights, accommodations, itineraries, and logistics
• Take care of routine bill payments from a designated account and keep invoices and bills in order
• Gather statements and financial documents for the accountant
• Set up and maintain a secure, well-structured file system for business and personal documents
• Suggest and implement tools and a tech stack for calendar, file management, secure document sharing, and task tracking
• Write clear, professional correspondence on the executive's behalf
• Share end-of-day updates on finished tasks and upcoming priorities

Skills

Executive support

Calendar management

Email management

Travel planning

Invoicing & bills

Document organization

Discretion

Written English

Proactive communication

Tools

Google Workspace

Microsoft 365

Encrypted vaults

1Password

LastPass

Job description

Job Summary:
We're searching for an experienced Executive Assistant to give high-level support to a founder managing both an early-stage business and a full personal life. You'll be responsible for calendar and inbox management, travel planning, bill and invoice organization, and file management across business and personal matters alike. We're after a seasoned EA who has worked with senior leaders before, writes exceptionally well, treats sensitive information with discretion, and can propose smart tools and systems that keep everything on track.

Key Responsibilities:

• Oversee the executive's calendar, arranging meetings, setting reminders, and keeping business and personal commitments neatly organized

• Sync a shared calendar with a family member to line up schedules and head off conflicts

• Sort and organize the inbox, splitting business from personal correspondence and highlighting priority items

• Organize travel, including flights, accommodations, itineraries, and logistics

• Take care of routine bill payments from a designated account and keep invoices and bills in order

• Gather statements and financial documents (e.g., credit card records) for the accountant

• Set up and maintain a secure, well-structured file system for business and personal documents

• Suggest and implement tools and a tech stack for calendar, file management, secure document sharing, and task tracking

• Write clear, professional correspondence on the executive's behalf

• Share end-of-day updates on finished tasks and upcoming priorities

Mandatory Skills:

• Several years of experience as an Executive Assistant to senior executives or founders

• Excellent written English with the ability to produce professional, natural-sounding correspondence without leaning on AI-generated content

• Solid calendar, inbox, and travel management experience

• Experience managing bill payments, invoices, and financial document organization

• Skilled in Google Workspace and/or Microsoft 365

• High discretion and experience keeping confidential and financial information secure

• Responsible, exact, and comfortable working independently

• Clear communication skills with a proactive, anticipate-the-need mindset

Preferred Skills:

• Experience recommending, setting up, and maintaining productivity tools and systems for an executive

• Knowledge of secure file-sharing and password management tools (e.g., encrypted vaults, 1Password, LastPass)

• Experience working with startups or early-stage businesses

• History of supporting both business and personal (family office style) needs

• Experience with U.S.-based executives

• Ability to keep several projects and priorities on track at once

Why Join Us:
This is an opportunity to become the trusted right hand of an experienced leader building something new and exciting. You'll have a genuine say over how things are organized and which tools we use, with strong potential for the role to expand alongside the business.