Virtual Assistant – Executive Email and Calendar Support

Progressive Technology; Manila; Teletrabalho; PHP 360 000 - 600 000; Tempo integral

Resumo da oferta

Progressive Technology is seeking a highly organized Virtual Assistant – Executive Email and Calendar Support to provide reliable administrative assistance to executives, managers, and professionals. You will manage daily communications, coordinate schedules, organize meetings, and ensure smooth executive workflows in a remote setting.

Ideal candidates excel in communication, time management, and handling confidential information.

Qualificações

• Excellent written and verbal communication in English.
• Strong organizational skills with the ability to manage multiple priorities.
• Proficiency with email management, calendar scheduling, and digital communication tools.
• Familiarity with Outlook, Google Workspace, and Office programs.
• Attention to detail, confidentiality, and professional conduct.

Responsabilidades

• Monitor, organize, and manage executive email inboxes per priorities.
• Schedule, reschedule, and coordinate meetings across time zones.
• Prepare meeting agendas and distribute relevant materials.
• Send calendar invitations with dates, times, links, and agendas.
• Follow up on action items and maintain task lists.
• Maintain orderly digital files and assist with travel coordination when needed.

Conhecimentos

Email management

Calendar management

Written and spoken English

Organizational skills

Time management

Formação académica

High school diploma

Bachelor's degree advantageous

Ferramentas

Microsoft Outlook

Google Workspace

Microsoft Office

Descrição da oferta de emprego

1. Job Summary

Progressive Technology is seeking a highly organized, proactive, and detail-oriented Virtual Assistant – Executive Email and Calendar Support to provide reliable administrative assistance to executives, managers, and business professionals. The successful candidate will play an important role in managing daily communications, coordinating schedules, organizing meetings, and ensuring that executive workflows operate smoothly and efficiently.

This position is ideal for individuals who possess excellent communication skills, strong time-management abilities, and a professional approach to handling confidential information. The Virtual Assistant will help executives prioritize important tasks, maintain well-organized calendars, respond to routine correspondence, and coordinate appointments across different time zones.

As a remote professional, you will work independently while collaborating with team members and business leaders through digital communication platforms. You should be comfortable using email applications, calendar management systems, video conferencing tools, and productivity software to complete administrative tasks accurately and on time.

Progressive Technology welcomes applications from experienced administrative professionals as well as motivated entry-level candidates who demonstrate strong organizational skills, a willingness to learn, and the ability to work responsibly in a virtual environment.

2. Key Responsibilities

Executive Email Management

• Monitor, organize, and manage executive email inboxes according to established priorities and business requirements.
• Categorize incoming messages, flag urgent communications, and identify emails that require immediate attention.
• Draft professional email responses, follow-up messages, meeting confirmations, and routine business correspondence.
• Maintain an organized inbox by archiving completed conversations, labeling important messages, and tracking pending responses.
• Identify time-sensitive requests and bring critical communications to the attention of the appropriate executive.
• Follow up with internal teams, clients, and external stakeholders to ensure that outstanding communications are addressed promptly.
• Maintain professional communication standards across all email interactions.

Calendar and Schedule Coordination

• Manage executive calendars, including meetings, appointments, interviews, calls, and business commitments.
• Schedule, reschedule, and cancel appointments based on executive availability and changing priorities.
• Coordinate meeting times across multiple time zones while minimizing scheduling conflicts.
• Send calendar invitations with accurate dates, times, meeting links, agendas, and relevant supporting documents.
• Review daily and weekly schedules to identify potential conflicts and recommend suitable adjustments.
• Reserve preparation time, breaks, and focus periods to support executive productivity.
• Send reminders and confirmations to participants before scheduled meetings.

Meeting and Administrative Support

• Prepare meeting agendas, briefing materials, and digital documents when required.
• Coordinate virtual meetings using platforms such as Zoom, Microsoft Teams, or Google Meet.
• Share meeting links and relevant materials with attendees before scheduled sessions.
• Record action items, maintain follow-up lists, and remind responsible individuals about pending tasks.
• Organize digital files, maintain document records, and ensure information is easy to retrieve.
• Assist with travel scheduling, appointment coordination, and other administrative arrangements when assigned.
• Support executives with routine administrative tasks that contribute to efficient daily operations.

Task Prioritization and Follow-up

• Maintain task lists and track deadlines for important administrative activities.
• Identify urgent requests and organize work according to business priorities.
• Follow up on outstanding emails, meeting decisions, and administrative assignments.
• Communicate schedule changes and important updates to relevant stakeholders.
• Anticipate routine administrative needs and take initiative within approved procedures.
• Provide regular progress updates and report potential delays or scheduling issues.

Confidentiality and Professional Standards

• Handle executive correspondence, business documents, and calendar information with discretion.
• Follow company policies regarding data protection, password security, and access permissions.
• Use approved communication channels and digital tools when handling sensitive information.
• Maintain accurate records and ensure that confidential materials are shared only with authorized individuals.
• Represent Progressive Technology professionally in all work-related communications.

3. Required Skills and Qualifications

High school diploma, higher secondary qualification, diploma, or bachelors degree; additional administrative training is an advantage.

Strong written and verbal communication skills in English.

Excellent organizational skills and the ability to manage multiple responsibilities simultaneously.

Proficiency in email management, calendar scheduling, and digital communication tools.

Familiarity with Microsoft Outlook, Google Workspace, Microsoft Office, or similar productivity applications.

Good typing accuracy and attention to detail when preparing messages, updating schedules, and maintaining records.

Ability to prioritize tasks, manage deadlines, and respond appropriately to changing requirements.

Strong interpersonal skills and the ability to communicate professionally with executives, colleagues, clients, and external stakeholders.

A responsible approach to confidentiality, data security, and professional conduct.

Reliable internet connectivity, a suitable work environment, and access to a computer or laptop.

Willingness to learn new software, follow established procedures, and adapt to evolving business needs.

4. Experience

Candidates with previous experience in virtual assistance, executive administration, office coordination, customer support, secretarial services, or email and calendar management will be preferred.

Experience with scheduling executive meetings, organizing inboxes, coordinating appointments, preparing business correspondence, and managing administrative follow-ups will be beneficial.

However, candidates with limited professional experience may also be considered if they demonstrate strong communication skills, computer literacy, attention to detail, and the ability to organize tasks effectively.

Relevant experience may include:

• Virtual Assistant or Administrative Assistant.
• Executive Assistant or Personal Assistant.
• Office Administrator or Operations Support Assistant.
• Customer Service Representative with administrative responsibilities.
• Scheduling Coordinator or Business Support Assistant.

Training and onboarding may be provided according to the roles requirements and the successful candidates existing skill level.

5. Working Hours

• This is a remote position, with working hours determined by business requirements, executive availability, and the agreed employment arrangement.
• Work arrangement: Remote / Work from Home.
• Schedule: Full-time or part-time, depending on the position offered.
• Availability: Candidates should be prepared to attend scheduled meetings and respond to assigned communications during agreed working hours.
• Time zones: Some flexibility may be required when coordinating with executives or clients in different regions.
• Work planning: Daily priorities, deadlines, and scheduled meetings should be managed in accordance with the agreed work schedule.
• Communication: Team members are expected to remain reachable through approved work communication channels during working hours.
• Specific working hours, employment terms, and any shift requirements will be communicated during the recruitment process.

6. Knowledge, Skills, and Abilities

Technical Knowledge

• Understanding of professional email etiquette and inbox organization.
• Knowledge of calendar applications, appointment scheduling, and meeting invitations.
• Familiarity with document preparation, spreadsheets, shared folders, and cloud-based productivity tools.
• Ability to use video conferencing applications and online collaboration platforms.
• Basic knowledge of digital file management and secure information handling.

Organizational Skills

• Ability to maintain structured calendars and organized email inboxes.
• Strong attention to detail when checking dates, times, meeting links, and contact information.
• Ability to coordinate several administrative activities without overlooking important deadlines.
• Confidence in managing competing priorities and adjusting schedules when necessary.

Communication Skills

• Ability to write clear, courteous, and professional emails.
• Confidence in communicating with individuals at different organizational levels.
• Ability to understand instructions, ask relevant questions, and provide timely updates.
• Professional telephone, messaging, and virtual meeting etiquette.

Personal Attributes

• Self-motivated, dependable, and comfortable working independently.
• Proactive in identifying administrative needs and resolving routine issues.
• Flexible when responding to schedule changes and urgent requests.
• Patient, professional, and committed to maintaining high-quality work.
• Willing to receive feedback and continuously improve performance.

Problem-Solving Abilities

• Identify scheduling conflicts and suggest practical alternatives.
• Recognize urgent correspondence and elevate important issues appropriately.
• Resolve routine calendar and meeting coordination problems.
• Maintain accurate records and seek clarification when instructions are unclear.

7. Benefits

Progressive Technology aims to support an organized, productive, and professional working environment. Depending on the final employment arrangement and applicable company policies, the position may offer:

• Remote working flexibility: Complete assigned responsibilities from an appropriate home-based workspace.
• Work-life balance: Follow an agreed schedule with clear priorities and defined responsibilities.
• Professional development: Strengthen skills in executive support, business communication, administration, and digital productivity.
• Practical technology experience: Gain experience with commonly used scheduling, email, and collaboration platforms.
• Career development opportunities: Build a foundation for future roles in executive assistance, office administration, operations coordination, and business support.
• Supportive collaboration: Work with colleagues and business professionals through digital communication channels.
• Performance feedback: Receive guidance to improve accuracy, productivity, and administrative effectiveness.

Salary, paid leave, incentives, equipment support, insurance, and other employment benefits will depend on the specific offer, employment classification, location, and applicable company policies. These benefits should be confirmed with the recruitment team before accepting an offer.

8. Why Join Progressive Technology?

Joining Progressive Technology as a Virtual Assistant – Executive Email and Calendar Support offers an opportunity to develop valuable administrative and digital workplace skills while helping business leaders manage their time more effectively.

This role is suited to professionals who enjoy organization, communication, planning, and problem-solving. It provides an opportunity to contribute directly to executive productivity by ensuring that important messages are handled appropriately, meetings are coordinated efficiently, and administrative commitments remain on track.

Reasons to consider this opportunity include:

• Meaningful contribution: Help executives focus on strategic priorities by managing essential administrative activities.
• Remote-work experience: Develop the discipline and communication skills required to succeed in a virtual workplace.
• Transferable skills: Build expertise applicable to executive assistance, project coordination, operations, and office administration.
• Continuous learning: Improve proficiency in digital tools, business correspondence, calendar systems, and workflow organization.
• Professional growth: Develop the organizational judgment, reliability, and communication skills needed for greater responsibility.
• Inclusive opportunity: Candidates from different educational and professional backgrounds may apply if they meet the roles requirements.

Progressive Technology seeks individuals who value professionalism, accountability, confidentiality, and continuous improvement. The successful candidate will have the opportunity to demonstrate these qualities while supporting efficient business operations.