Virtual Assistant / Administrative Project Coordinator

Location: Remote — Philippines

Position: Full-time independent contractor

Pay: $6–$8 USD per hour, depending on experience

Hours: 40 hours per week with consistent overlap during U.S. Pacific Time business hours. The exact schedule will be agreed upon in advance.

About Us

We are a United States nationwide experiential marketing and event staffing company that has operated since 1999. We provide Brand Ambassadors and event staff for conferences, trade shows, festivals, sporting events, street teams, product launches, and other marketing programs throughout the United States.

We are looking for a dependable Virtual Assistant to provide internal administrative support directly to the company’s founder.

This is not a client-facing position. You will not be responsible for client calls, negotiations, sales, or making independent financial decisions. Your responsibility will be to accurately prepare documents, organize information, complete assigned projects, and make sure important details do not fall through the cracks.

Responsibilities

Contracts and Invoices

• Prepare client contracts using our approved templates
• Enter the correct event dates, locations, hours, staffing quantities, rates, and terms
• Check calculations and totals before submitting documents for review
• Create draft invoices in QuickBooks Online based on approved agreements
• Track whether contracts, deposits, and final payments have been completed
• Organize completed documents in the proper client folders
• Maintain a clear list of contracts and invoices that require follow-up

All contracts, invoices, and client communications will be reviewed and approved before being sent.

Email and Administrative Support

• Draft email s and responses for the founder to review and send
• Organize client information from email conversations
• Create summaries of dates, hours, staffing needs, pricing, and event instructions
• Maintain task lists, reminders, and follow-up schedules
• Schedule meetings and organize calendar information
• Proofread documents for spelling, grammar, accuracy, and consistency

Event and Project Organization

• Turn approved event information into an organized internal project summary
• Document staffing requirements, schedules, attire, training, reporting instructions, and onsite contacts
• Coordinate internal handoffs to the staffing coordinator
• Track missing information and upcoming deadlines
• Update spreadsheets, project-management tools, and internal records
• Research travel, hotels, transportation, vendors, event supplies, and promotional items when assigned

Advertising, Research, and Special Projects

• Help create job postings, Facebook advertising instructions, and social media content
• Research advertising opportunities, vendors, events, products, and business ideas
• Compare pricing and organize the results clearly
• Help turn new ideas into task lists and project plans
• Assist with selected personal projects and general research
• Use ChatGPT and other AI tools to work efficiently while verifying all information before submitting it

What We’re Looking For

• Strong written English
• Excellent attention to detail
• Comfortable working with numbers, dates, schedules, and hourly calculations
• Able to follow templates and detailed instructions
• Organized and capable of managing several assignments at once
• Reliable and responsive during agreed working hours
• Comfortable asking questions when information is incomplete
• Able to complete assignments without repeated reminders
• Willing to learn our systems and processes
• Reliable computer, high-speed internet, and a backup plan for internet or power interruptions

Preferred Experience

• QuickBooks Online, especially creating invoices
• Zoho CRM, Zoho Sign, Zoho Mail, or similar software
• Google Docs, Google Sheets, and Microsoft Office
• Asana, ClickUp, Trello, ---------- , or other project-management software
• Canva, Facebook advertising, or social media coordination
• ChatGPT or other AI productivity tools
• Event, marketing, staffing, travel, or administrative support

QuickBooks and Zoho experience are helpful, but we are willing to train the right person who is organized, accurate, and learns quickly.

How to Apply

Please include:

1. Your resume
2. Your requested hourly rate in U.S. dollars
3. Your available working hours in Philippine Time
4. Your experience with QuickBooks, Zoho, or similar systems
5. An example of a project or administrative assignment you organized from beginning to end
6. A short explanation of how you check your work for accuracy
7. A two-minute video introducing yourself and describing why you would be a strong fit

Please also answer this question:

A client approves two Brand Ambassadors for an eight-hour event at $60 per hour per person. What is the total staffing price, and what information would you confirm before preparing the contract and invoice?

Begin your application with the words “Details Matter” so we know you read the entire posting.

We will begin with a paid two-week trial, which may be extended to four weeks by mutual agreement. Our goal is to find a dependable person for a long-term position.

Direct applicants only. No agencies.