Remote Executive Assistant: Proactive Operations & Calendar

Vava Virtual Assistants; Manila; On-site; PHP 1,719,000 - 3,438,000; Full time

Job summary

VaVa Virtual Assistants is seeking a skilled Executive Assistant to own client relationships and deliver back-office support that makes an immediate, tangible difference. You will serve as the operational backbone for clients who need a reliable, proactive partner to take work off their plate and handle it with precision.

As a remote independent contractor, you will join a community that values ongoing learning and collaboration.

Qualifications

• Must reside and be authorized to work in the United States.
• At least 3 years of demonstrated experience in an executive or administrative support role, including direct support to at least one executive.
• At least 1 year of experience working full-time in a virtual or remote capacity.
• Available at least 20 hours per week to support high-touch (daily), deliverable-focused clients.

Responsibilities

• Manage client inboxes by prioritizing and filtering messages, drafting responses, and ensuring nothing falls through the cracks.
• Coordinate complex calendars across time zones, including scheduling meetings, sending reminders, and resolving conflicts proactively.
• Plan and execute logistics for virtual and in-person meetings, conferences, and events, from agenda preparation to follow-up.
• Prepare presentations, reports, and supporting materials that are polished and ready without requiring significant client revision.
• Conduct research on topics, vendors, tools, or competitors and deliver findings in a clear, usable format.
• Draft, proofread, and edit correspondence across email, documents, and other communication channels on behalf of the client.
• Maintain and update CRM systems, ensuring contact records, notes, and follow-up tasks reflect current and accurate information.
• Handle sensitive and confidential information with discretion at all times, including personal, financial, and business-critical data.
• Anticipate client needs based on patterns and context, surfacing tasks or potential issues before they are asked about.
• Collaborate with fellow VaVa contractors when projects benefit from shared support or specialized expertise.
• Manage administrative tasks across tools such as Google Workspace, Microsoft 365, project management platforms, and scheduling software.
• Communicate proactively with the client about task status, deadlines, and any obstacles that could affect delivery.
• Support travel planning and coordination, including itineraries, bookings, and contingency management when plans change.
• Handle additional administrative requests as they arise, with flexibility and a solutions-oriented approach.

Skills

Proactive communication

Calendar management

Travel planning

Remote collaboration

Discretion with confidential data

Education

No degree required; related certification encouraged

Tools

Google Workspace

Microsoft Office

Slack

Zoom

CRM tool

Trello

Asana

ClickUp

Notion

Monday.com

Calendly

Job description

VaVa Virtual Assistants is seeking a skilled Executive Assistant to own client relationships and deliver back-office support that makes an immediate, tangible difference. You will serve as the operational backbone for clients who need a reliable, proactive partner to take work off their plate and handle it with precision.

As a remote independent contractor, you will join a community that values ongoing learning and collaboration.