Strategic Executive Assistant (Calendar, Data & AI)

VA Masters; Cagayan de Oro; On-site; PHP 558,000 - 893,000; Full time

Job summary

VA Masters is seeking an organized Executive & Administrative Assistant to support a Vice President & General Manager in Cagayan de Oro, Philippines. The role focuses on calendar management, inbox triage, document prep, spreadsheet analysis, file organization, and project tracking.

The ideal candidate excels at follow-through, uses AI tools fluently, and critically reviews outputs before sharing. Strong English writing and advanced Excel/Sheets skills are essential for success.

Qualifications

• Excellent written English required for most communications and drafting.
• Proficient in Excel and Google Sheets with self-sufficient formula editing.
• Able to build and troubleshoot common spreadsheet functions (SUM, AVERAGE, IF, VLOOKUP/XLOOKUP).
• Create pivot tables, conditional formatting, and charts from data exports.
• Experience with Google Workspace tools (Gmail, Calendar, Docs, Sheets, Drive).
• Experience using AI assistants (e.g., Claude, ChatGPT, Gemini) with critical review.
• Attention to detail and dependable follow-through; hidden issues must be flagged.
• Discretion handling sensitive internal information.
• Strong written and verbal communication; work autonomously.
• Stable high-speed internet and a quiet professional workspace.
• Willingness to undergo background check and sign confidentiality agreement.

Responsibilities

• Manage executive calendar: scheduling, rescheduling, and protecting focused work time.
• Coordinate meetings: invites, conferencing links, agendas, materials.
• Triage inbox: file, draft replies for review, surface only critical items.
• Track outstanding items and follow up to avoid delays.
• Build and audit spreadsheets; use formulas and lookups to produce summaries.
• Create pivot tables, charts, and consolidate data across sources.
• Prepare recurring internal reports on a fixed schedule.
• Format and finalize internal documents; maintain templates.
• Take meeting notes and convert to action items with owners.
• Organize cloud drive and manage PDFs and file formats.
• Maintain a master project tracker and compile background summaries.
• Document recurring tasks as SOPs for others to follow.
• Use AI to draft, summarize, reformat, and organize routine work with checks.

Skills

Excellent written English

Excel & Google Sheets proficiency

Formulas & lookups

Pivot tables & charts

Google Workspace

AI tools usage

Attention to detail

Discretion with information

Strong communication

Independent work

Reliable internet & quiet workspace

Background check & confidentiality

Tools

Microsoft Excel

Google Sheets

Job description

VA Masters is seeking an organized Executive & Administrative Assistant to support a Vice President & General Manager in Cagayan de Oro, Philippines. The role focuses on calendar management, inbox triage, document prep, spreadsheet analysis, file organization, and project tracking.

The ideal candidate excels at follow-through, uses AI tools fluently, and critically reviews outputs before sharing. Strong English writing and advanced Excel/Sheets skills are essential for success.