Virtual Assistant (Supporting the Director of Commercial Business Unit | Operations)

MCVO Talent Outsourcing Services; Makati; On-site; PHP 397,153 - 794,306; Full time

Job summary

A talent outsourcing firm is seeking a Virtual Assistant to support the Director of the Commercial Business Unit. Candidates should have at least 5 years of administrative experience, preferably supporting executives in a US-based company. This role involves email management, scheduling, and reporting, requiring strong communication skills and technical proficiency with tools like Microsoft 365. The position requires working Monday to Friday, aligning with US hours, and is intended for individuals who thrive on variety and have a high attention to detail.

Qualifications

• 5+ years of administrative experience, including 2-3 years supporting an executive.
• Experience supporting a US-based company as a VA is preferred.
• Interest or experience in AI tools/processes is a plus.

Responsibilities

• Sort and prioritize inbound emails on behalf of the Director.
• Coordinate meetings and maintain calendars.
• Create and maintain internal reports and SOPs.

Skills

Administrative experience

Technical proficiency

Strong communication skills

Problem-solving

Attention to detail

Tools

Microsoft 365

CRMs

LinkedIn

Job description

Virtual Assistant (Supporting the Director of Commercial Business Unit | Operations)

About the job Virtual Assistant (Supporting the Director of Commercial Business Unit | Operations)

Overview:
We are seeking an “athletic” Virtual Assistant (VA) who can handle a variety of predictable and unpredictable tasks to support the Director of Commercial Business Unit | Operations. The Director oversees operations, fleet and facilities management, inventory, IT/Networks, and commercial business. The ideal VA is resourceful, highly organized, and willing to jump into new projects at a moment’s notice.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Email Management: Sort/categorize inbound emails, delete junk/spam, prioritize missed messages, and respond on behalf of 'Director' as needed.

Scheduling & Calendar Management: Coordinate meetings and maintain schedules

Reporting & SOP Updates: Create & maintain internal reports and standard operating procedures

Project Assistance: Manage assignments as directed and adapt to changing priorities

Client & Staff Interface: Communicate with team members and clients on behalf of the Director

Meeting Support: Attend Team meetings, take concise notes, and follow up on tasks

Travel & Miscellaneous Tasks: Book flights, accommodations, and handle any other support needs

Key Qualifications:

Experience: 5+ years of administrative experience, including 2-3 years supporting an executive/owner

VA Background: Experience supporting a US-based company as a VA is preferred

Technical Savvy: Proficient with CRMs, LinkedIn, Microsoft 365 (Outlook, Word, Excel, PowerPoint), work management platforms, and ability to document processes effectively

AI Enthusiasm: Interest or experience in AI tools/processes a plus

Communication Skills: Strong written and verbal English; effective interpersonal skills

Problem‑Solving: Able to think on your feet and “figure things out” independently

High Productivity: Demonstrated ability to “get stuff done” quickly and accurately

Attention to Detail: Highly organized with a strong focus on details

Growth‑Minded: Willingness to learn and adapt to new tasks or processes quickly

Reliability: Proven track record of availability for a “night shift” in the Philippines

If you’re a quick learner who thrives on variety and loves the challenge of helping an operations leader stay on top of a busy schedule, we’d love to hear from you!

Shift / Hours:

Monday Friday in one single shift, 8:00 AM CST 5:00 PM CST. Note this is +13 or +14 Philippine time, which will be 9:00 PM PHT 6:00 AM in PHT during Daylight Savings Time or 10:00 PM PHT 7:00 AM in PHT outside of Daylight Savings Time.