Virtual Executive Assistant

MissionHires; Philippines; On-site; PHP 489,721 - 586,589; Part time

Job summary

MissionHires is seeking a part-time Executive Assistant / Virtual Assistant to support the CEO in the Philippines. The role involves managing emails, scheduling, travel coordination, and document preparation. Candidates should demonstrate strong organizational skills, integrity, and proficiency with office and AI productivity tools.

This position offers a salary of $800 per month and requires availability from Monday to Friday, 8 AM to 2:30 PM EST.

Qualifications

• Proven prior experience as an Executive Assistant, preferably with senior executives.
• Strong written and verbal communication skills in English.
• High proficiency with office tools and CRM systems.
• Strong organizational skills and ability to manage multiple deadlines.
• Ability to maintain confidentiality and integrity.

Responsibilities

• Monitor and organize emails and inbox for the CEO.
• Coordinate and manage the CEO’s calendar and meetings.
• Book and manage logistics for travel and itineraries.
• Track and reconcile expenses; prepare reports.
• Update CRM and track client interactions.
• Draft and organize key documents and business reports.
• Attend meetings, take notes, and summarize key decisions.
• Ensure timely follow-ups on commitments.
• Create concise summaries for CEO review.
• Utilize AI tools for productivity optimization.
• Anticipate the CEO’s needs and ensure smooth operations.

Skills

Organizational skills

Communication skills

Tech-savvy

Attention to detail

Integrity

Time management

Tools

MS Office

CRM systems

Excel

AI productivity tools

Job description

Job Type: Part-Time (30 hours per week)

Work Hours: Monday to Friday, 8:00 AM to 2:30 PM EST, with a 30-minute break

Salary: $800 per month

Job Overview

We are seeking a highly organized, proactive, and tech-savvy Executive Assistant / Virtual Assistant to support the CEO in managing day-to-day priorities. This role requires exceptional attention to detail, integrity, and the ability to anticipate needs. The ideal candidate is skilled at handling administrative tasks, coordinating schedules, managing information, and ensuring smooth execution of business operations.

Responsibilities

Key Responsibilities

• Email & Inbox Management – Monitor, organize, and draft responses; prioritize urgent communication for CEO review.
• Calendar & Schedule Management – Coordinate and optimize CEO’s calendar, book meetings
• Travel & Itinerary Coordination – Research, book, and manage logistics for flights, hotels, and ground transportation.
• Expense Management – Track, record, and reconcile expenses; prepare monthly reports.
• CRM Management – Update CRM entries, track client interactions, log sales activities, and ensure accurate data.
• Documentation & Reporting – Draft, edit, and organize key documents, presentations, and business reports.
• Meeting Support – Attend or listen to recorded meetings; take detailed notes, highlight key decisions, and define action steps.
• Action Item Tracking & Follow-ups – Monitor commitments, deadlines, and ensure timely follow-up with stakeholders.
• Summarization & Briefing – Create concise summaries of lengthy documents, emails, or discussions for quick CEO review.
• AI Tool Utilization – Use AI tools for drafting, research, document generation, and productivity optimization.
• Confidentiality & Integrity – Handle sensitive information with the highest degree of discretion and trustworthiness.
• General Executive Support – Anticipate needs, keep the CEO organized, and ensure smooth daily operations.
• Support a venture-backed startup CEO by contextualizing information and producing clear, effective written summaries to manage communication with clients, investors, and executive teams.

Requirements

Qualifications

• Proven prior experience as an Executive Assistant, preferably supporting senior executives or startup leadership.
• Strong written and verbal communication skills. ENGLISH
• High proficiency with office tools (MS Office, CRM systems, Excel)
• Comfortable working with AI productivity tools (like ChatGpt, Perplexity, Claude).
• Strong organizational and documentation skills.
• Ability to create high-quality communication and documentation, including concise email summaries for decision-making and client/investor updates.
• Ability to prioritize tasks and manage multiple deadlines.
• High degree of integrity, honesty, and discretion.

Note: An NBI or police clearance will be required upon acceptance of the job offer.