Senior Virtual Assistant for Executive Support and Ops

MCVO Talent Outsourcing Services; Makati; On-site; PHP 391,000 - 670,000; Full time

Job summary

MCVO Talent Outsourcing Services seeks a Mid to Senior Virtual Assistant to handle calendar management, meeting coordination, and client communications. The role includes invoicing, CRM updates, and light bookkeeping tasks using Keap, QuickBooks, and Fare Harbor.

You will support a fast-moving executive and align with US business hours from the Philippines. Ideal candidates have 5–8 years total experience including 1–2 years assisting an executive, excellent English, and strong organizational

Qualifications

• 5-8 years total work experience including 1-2 years assisting an executive/owner, preferably an American
• Fluency in English writing and speaking
• Intermediate Excel/Google Docs
• Tech savvy, able to learn new apps quickly
• Must be able to communicate both on the phone and in email
• Strong organizational skills
• Strong attention to detail
• Ability to learn quickly
• Demonstrated history of working US hours
• Able to multi-task and support a fast-moving executive

Responsibilities

• Scheduling meetings and calendar management
• Attending Zoom meetings and taking notes
• Answering inquiry calls
• Update Dashboard (in Excel) with monthly sales
• Research license and other requirements in new cities
• Send invoices, daily
• Follow up on delinquent invoices (30-60 days via email, over 60 days phone calls)
• Email management (~8 of 60 daily emails are legit)
• Research potential clients / creating email follow up campaigns
• Create and schedule seasonal emails
• Review resumes for future employees
• Updating CRM (Keap) clients and leads
• Reviewing SOPs and creating SOPs for all repeatable tasks
• Payroll fill out the spreadsheet and send the PDF to Client to write checks
• Check tour reports Adjust tickets and payroll if anyone paid in cash
• Update available tours via Fare Harbor
• Respond to emails for information and group tour requests
• Update QuickBooks (info comes from Fare Harbor)
• Research license and other requirements in new cities
• Reach out to potential partners Hotels and schools
• Social Media posts creating new posts and showing photos of current tours
• Clients Personal (1%)
• Book travel
• Projects as directed

Skills

Executive support

US hours experience

Fluent English (written and spoken)

Strong organizational skills

Attention to detail

Multi-tasking

Fast learner

Phone and email communication

Learning new apps quickly

Tools

Keap

QuickBooks

Fare Harbor

On the Clock

Excel

Google Docs

Job description

About the job Mid to Senior Virtual Assistant

Essential Duties and Responsibilitiesinclude the following. Other duties may be assigned.

Scheduling meetings and calendar management

Attending Zoom meetings and taking notes

Answering inquiry calls

Payroll employees use On the Clock app to log in and out Sure Payroll

Update Dashboard (in Excel) with monthly sales

Research license and other requirements in new cities (infrequent)

Send invoices, daily

Follow up on delinquent invoices (30-60 days via email, over 60 days phone calls)

Email management (~8 of 60 daily emails are legit)

Research potential clients / creating email follow up campaigns

Create and schedule seasonal emails? (e.g. a quarterly newsletter)

Review resumes for future employees to work on the trucks applicants come from Indeed

Updating CRM (Keap) clients and leads

Reviewing SOPs and creating SOPs for all repeatable tasks

Payroll fill out the spreadsheet and send the PDF to Client to write checks (through excel as tour guides receive a % of revenue)

Check tour reports Adjust tickets and payroll if anyone paid in cash. Alert Client to any incidents.

Update available tours via Fare Harbor, a ticketing service (tours to be listed 90 days in advance)

Respond to emails for information and group tour requests (e.g. colleges, businesses, gifts etc. which represent ~20% of revenue)

Update QuickBooks (info comes from Fare Harbor)

Update Dashboard (similar to above)

Research license and other requirements in new cities (infrequent)

Reach out to potential partners Hotels (to contact concierges), schools (through admissions)

Social Media posts creating new posts and showing photos of current tours

Reviewing SOPs and creating SOPs for all repeatable tasks

Clients Personal (1%)

Book travel

Projects as directed

Key Qualifications:

5-8 years of total work experience including 1-2 years assisting an executive / owner, preferably an American

Fluency in English writing and speaking

Intermediate Excel/Google Docs

Tech savvy, able to learn new apps quickly

Must be able to communicate both on the phone and in email

Strong organizational skills

Strong attention to detail

Ability to learn quickly

Demonstrated history of working US hours

Able to multi-task and support a fast-moving executive

Shift / Hours:

Monday Friday in one single shift, 8:00 AM EST 5:00 PM EST. Note this is +12 or +13 Philippine time, which will be 8:00 PM PHT 5:00 AM in PHT.