Virtual Administrator (Mid Shift)

The Back Room Limited; Angeles; Hybride; PHP 360 000 - 480 000; Plein temps

Résumé du poste

The Back Room Limited is seeking a skilled Virtual Administrator to support a Senior or C-Suite executive in a professional services environment. The role focuses on complex calendar management, scheduling, and stakeholder coordination, while handling confidential information with discretion.

Beyond day-to-day administration, you will support research, project coordination, reporting, and data presentation, using Microsoft Office, Google Workspace, and AI tools.

Qualifications

• Proven track record supporting senior executives or C-Suite leaders.
• Strong written and verbal communication skills.
• Excellent calendar and schedule management, including multi-time-zone coordination.

Responsabilités

• Manage complex executive calendars across time zones and stakeholders.
• Coordinate meetings and appointments with travel-related scheduling.
• Identify scheduling conflicts and propose solutions proactively.
• Prepare and distribute meeting materials and reminders.
• Coordinate travel-related schedules and maintain accurate commitments.
• Serve as a professional point of contact for internal and external teams.

Connaissances

Calendar management

Executive support

Communication

Time-zone coordination

Discretion

Microsoft Office

Google Workspace

Research

Data presentation

Outils

Calendly

Description du poste

About The Back Room

We exist to free our clients' time so they can focus on what they do best — growing their business. We deliver smart, efficient solutions that liberate teams from the everyday admin, and we hold ourselves to the same standard. Time is the ultimate currency, and we treat it like it.

About the Client

As a Virtual Administrator, you will provide high-level administrative and operational support to a Senior or C-Suite executive within a professional services environment, with primary responsibility for complex calendar management, scheduling, and stakeholder coordination. Beyond day-to-day administration, you will support research, project coordination, reporting, and data presentation while handling confidential information with discretion and maintaining strong awareness of accounting deadlines and seasonal business cycles.

The Role

As a Virtual Administrator, you will provide high-level administrative and operational support to a Senior or C-Suite executive within a professional services environment, with primary responsibility for complex calendar management, scheduling, and stakeholder coordination. Beyond day-to-day administration, you will support research, project coordination, reporting, and data presentation while handling confidential information with discretion and maintaining strong awareness of accounting deadlines and seasonal business cycles.

What You'll Do

• Manage complex executive calendars, including scheduling, rescheduling, prioritization, and competing commitments
• Coordinate meetings and appointments across multiple time zones and stakeholders
• Proactively identify scheduling conflicts and recommend solutions before they impact the executive
• Prepare and distribute meeting invitations, agendas, reminders, and supporting materials
• Coordinate travel-related scheduling adjustments and maintain an accurate view of the executive's commitments
• Serve as a professional point of contact for internal teams, clients, senior stakeholders, and external partners
• Handle sensitive and confidential information, including secure client and business documents, with a high level of discretion
• Conduct research and synthesize information into concise summaries, briefing materials, or presentations
• Support projects by coordinating timelines, action items, deliverables, and follow-ups
• Assist with data presentation, reporting, and preparation of management information
• Track key deadlines, particularly accounting, tax, and client-related deadlines during seasonal periods
• Provide administrative support across professional services and accounting-related activities as required
• Use Microsoft Office, Google Workspace, project management platforms, AI tools, and relevant industry-specific systems effectively
• Maintain organized digital records and ensure documents are stored and shared securely

What We're Looking For

• Proven track record supporting Senior Executives or C-Suite leaders, preferably within a professional services environment
• Strong and confident written and verbal communication skills
• Exceptional calendar and schedule management skills, including complex and multi-time-zone coordination
• Excellent organizational skills with strong attention to detail and deadline discipline
• Demonstrated ability to handle confidential and sensitive information with discretion
• Proficiency in Microsoft Office and/or Google Workspace
• Experience using project management and collaboration tools
• Comfortable learning and using AI tools to improve research, organization, reporting, and administrative workflows
• Strong research and information-synthesis skills
• Experience supporting projects, preparing reports, and presenting data or management information
• Ability to work independently, anticipate needs, and exercise sound judgment
• Strong understanding of professional services environments and the importance of client confidentiality

Nice to Have

• Experience supporting executives within an accounting, audit, tax, consulting, or professional services firm
• Familiarity with accounting software and professional services platforms
• Understanding of accounting seasonal cycles, tax deadlines, and client deliverables
• Experience handling and securely managing client financial or accounting documents
• Familiarity with tools such as Microsoft 365, Google Workspace, Calendly, project management platforms, Xero, QuickBooks, or similar systems is an advantage

Why This Role

This role offers the opportunity to work closely with senior leadership and contribute beyond traditional administrative support, combining executive coordination with research, project support, reporting, and business operations. It is well suited to an experienced Executive Assistant who can anticipate executive needs, manage complex priorities independently, and operate confidently within a deadline-driven professional services environment.

This role is open to Philippine citizens currently based in the Philippines.