Virtual Assistant

Outsourcey; Philippines; On-site; PHP 400,000 - 700,000; Full time

Benefits offered by this job

Competitive salary

HR function shaping

Career growth opportunities

Job summary

Outsourcey in the Philippines is seeking an experienced Executive Assistant to join a fast-growing team delivering full-time support across three businesses. You will manage calendars, invoices, emails, and day-to-day administration with a proactive, AI-enabled approach to improve productivity.

In this role you will coordinate with senior directors, prioritize competing tasks, and identify process improvements while maintaining a high standard of professional communication.

Qualifications

• Min. 4 years of experience as an Executive Assistant, Senior Virtual Assistant or in a similar administrative support role.
• Strong calendar management, invoicing and email management and general executive administration skills.
• An AI-native mindset, with the ability and willingness to use AI tools to improve productivity, streamline processes and learn new systems quickly.
• Excellent written and verbal English, strong organisational skills and the ability to manage competing priorities across multiple businesses.
• Highly proactive, adaptable and trainable, with sound judgement, self-awareness, common sense and the confidence to work independently without constant supervision.

Responsibilities

• Manage calendars, appointments and scheduling across three businesses, ensuring priorities and commitments are coordinated effectively.
• Prepare and send invoices, maintain accurate records and follow up on outstanding administrative items as required.
• Provide general executive assistance, including email management, document preparation, task coordination and day-to-day administrative support.
• Monitor deadlines, outstanding tasks and commitments, proactively ensuring important matters are followed through to completion.
• Use AI tools to improve administrative workflows, automate repetitive tasks and increase the efficiency and quality of work.
• Coordinate communications, information and tasks across the three businesses, ensuring relevant stakeholders remain informed.
• Identify administrative inefficiencies and recommend practical improvements to systems, processes and ways of working.
• Provide regular updates to the relevant directors, exercise sound judgement when making decisions and escalat[e] issues appropriately.

Skills

Executive support

Calendar management

Invoicing

Email management

AI tools adoption

English proficiency

Independent work

Job description

Looking to take your career to the next level? Then this role is for you!

Join Outsourcey and be part of our mission to revolutionize global talent expansion! We connect businesses with dedicated full-time teams in the Philippines, offering cost-efficient solutions without compromising quality. Join us and help elevate businesses with complete control and comprehensive support, let's shape the future of work together!

Profile Requirements:

• Min. 4 years of experience as an Executive Assistant, Senior Virtual Assistant or in a similar administrative support role.
• Strong calendar management, invoicing, email management and general executive administration skills.
• An AI-native mindset, with the ability and willingness to use AI tools to improve productivity, streamline processes and learn new systems quickly.
• Excellent written and verbal English, strong organisational skills and the ability to manage competing priorities across multiple businesses.
• Highly proactive, adaptable and trainable, with sound judgement, self-awareness, common sense and the confidence to work independently without constant supervision.

Core responsibilities:

• Manage calendars, appointments and scheduling across three businesses, ensuring priorities and commitments are coordinated effectively.
• Prepare and send invoices, maintain accurate records and follow up on outstanding administrative items as required.Provide general executive assistance, including email management, document preparation, task coordination and day-to-day administrative support.
• Monitor deadlines, outstanding tasks and commitments, proactively ensuring important matters are followed through to completion.
• Use AI tools to improve administrative workflows, automate repetitive tasks and increase the efficiency and quality of work.
• Coordinate communications, information and tasks across the three businesses, ensuring relevant stakeholders remain informed.
• Identify administrative inefficiencies and recommend practical improvements to systems, processes and ways of working.
• Provide regular updates to the relevant directors, exercise sound judgement when making decisions and escalat[e] issues appropriately.

Benefits:

Competitive salary Opportunity to shape the HR function of a rapidly growing BPO. Work closely with a team of industry leaders who have successfully scaled BPOs in the past. Career growth and development opportunities.