Remote Executive Assistant to Director | Admin & Ops

Integration Kings; Philippines; On-site; PHP 201,000 - 402,000; Part time

Benefits offered by this job

Remote work setup

Pathway to full-time

Monthly allowances (internet)

HMO coverage (full-time)

Team catch-ups

Job summary

Integration Kings, an Australian-based consultancy, seeks an Executive Assistant / Virtual Assistant to support the Director in day-to-day operations. The role starts part-time with a clear pathway to full-time for the right person.

You will manage administrative tasks, coordinate events, and help improve systems and workflows as the business grows. Strong attention to detail and proactive mindset are essential for success.

Qualifications

• Previous experience as a Virtual Assistant, Executive Assistant, or in a similar support role.
• Experience supporting founders or senior leaders is highly preferred.
• Experience working with international teams or clients is a plus.

Responsibilities

• Manage calendar, meeting scheduling, and confirmations.
• Inbox management, drafting and proofreading emails.
• Coordinate travel arrangements and itineraries.
• Assist with document preparation, presentations, and proposals.
• Plan and coordinate events (virtual and in-person).
• Maintain and update prospect and partner reporting trackers.
• Support day-to-day operational tasks as needed.
• Keep CRM (Capsule) updated with lead and contact information.

Skills

Organised

Communication

Multitasking

Proactive

Remote work

Reliability

Tools

CapsuleCRM

Google Workspace

HelpScout

AirCall

Calendly

PandaDoc

Job description

Job Type: Part-Time (with pathway to Full-Time)

Reports to: Director

About Us:

Integration Kings is an Australian-based consultancy specialising in cloud-based systems implementation and integration for small to medium-sized businesses. We value integrity, professionalism, continuous learning, and accountability, and we aim to foster independence and long-term professional growth.

Our services include system audits, data migration, workflow design, training, and post-implementation support. We work with businesses across e-commerce, manufacturing, and professional services, and collaborate with leading platforms in accounting, inventory, shipping, and payments.

About the role:

We’re looking for a proactive, highly organised Executive Assistant / Virtual Assistant to support our Director (Rob) in day-to-day operations.

This role is designed to free up leadership time by ensuring tasks, communications, and processes are executed efficiently and consistently. You’ll play a key role in keeping things organised behind the scenes, while also helping improve systems and workflows as the business grows.

This role will start part-time, with a clear pathway to full-time for the right person.

Job Summary:

The Executive Assistant / VA will be responsible for managing administrative, operational, and coordination tasks across the business.

You will handle a mix of recurring responsibilities (calendar, inbox, reporting) and ad hoc tasks (events, travel, proposals), while also contributing to process documentation and internal improvements.

Success in this role requires strong attention to detail, excellent communication skills, and the ability to take initiative without constant direction.

Key Responsibilities:

Core Priorities

• Build and maintain process documentation across business workflows
• Perform contact profiling and maintain accurate CRM records
• Manage referrals to partners and maintain reporting trackers
• Support reporting and data accuracy across internal systems
• Proactively identify opportunities to improve efficiency in the organisation

Administrative & Executive Support

• Manage calendar, meeting scheduling, and confirmations
• Handle inbox management, including drafting and proofreading emails
• Make and take calls when required
• Coordinate travel arrangements and itineraries
• Assist with document preparation, presentations, and proposals

Operations & Coordination

• Plan and coordinate events (virtual and in-person)
• Follow up with leads, clients, and partners
• Assist with recruitment coordination (interview scheduling, communication)
• Maintain and update prospect and partner reporting trackers
• Support day-to-day operational tasks as needed

Marketing & Content Support

• Assist with content creation (basic graphics, documents, or presentations)
• Support email campaigns and marketing initiatives
• Help update website content where required

Data & Reporting

• Conduct research and compile findings into structured reports
• Maintain spreadsheets and ensure data accuracy
• Keep CRM (Capsule) updated with lead and contact information

Tools & Systems Experience (Required)

• CapsuleCRM
• Google Workspace (Docs, Sheets, Slides)
• HelpScout (or similar ticketing system)
• AirCall (or similar calling platform)
• Calendly
• PandaDoc (or similar proposal tools)

Skills & Attributes

• Highly organised with strong attention to detail
• Clear and professional written and verbal communication
• Ability to manage multiple tasks and priorities independently
• Proactive and solutions-oriented mindset
• Comfortable working remotely with minimal supervision
• Reliable, consistent, and accountable in delivering work

Experience

• Previous experience as a Virtual Assistant, Executive Assistant, or in a similar support role
• Experience supporting founders or senior leaders is highly preferred
• Experience working with international teams or clients is a plus

What’s in it for you?

• Remote, flexible work setup
• Opportunity to grow into a full-time role
• Exposure to business operations, systems, and strategy
• Work closely with leadership and gain hands-on experience
• A permanent work-from-home role — no daily commute!
• Monthly internet and FoodPanda allowances to keep you connected and fueled (for full-time)
• HMO coverage for you and two dependents (for full-time)
• Annual face-to-face team catch-up to connect in person (for full-time and team members who have been with the business over 12 months)
• A supportive, balanced work culture that values your well-being

Application Process:

Please follow the instructions to a T. Applications received through LinkedIn and incomplete submissions will not be considered.

To apply, please send the following requirements to [e-mail]:

• Updated resume with cover letter
• Introduction Video (Loom link preferred) – In under 3 minutes, tell us a bit about yourself and share how you think you demonstrate one of our core values: Down to Earth / Approachable / Supportive
• Photo of your dedicated home workspace
• Screenshot of your internet speed test from speedtest.net

Recruitment Journey:

We aim to make the process smooth, transparent and respectful of your time.

• Timeline: The process usually takes around 2-4 weeks from application to offer
• What to Expect: You’ll take part in both formal and informal interviews. As well as technical assessments
• Communication: We’ll keep you updated at each stage, but you are always welcome to contact us for an update on your application
• If you’re successful: You’ll receive a formal offer letter, followed by instructions to complete the pre-hiring requirements and submit all necessary documents within five (5) working days.

***Important note: This role starts as part-time, with the intention to grow into a full-time position based on performance, reliability, and business needs.