Virtual Personal Assistant / Phone Support

We are a growing U.S.-based restoration company looking for a reliable and highly organized Virtual Personal Assistant to work directly with one of our company directors.

This is a long-term position for someone who wants to become a trusted part of our team. A major part of your job will be helping manage phone calls, messages, scheduling, follow-ups, and administrative tasks so the director can stay focused on higher-priority work.

This is not just a data-entry position. We are looking for someone who can learn the business, think independently, communicate professionally, and eventually handle routine matters without needing instructions every time.

What You'll Do

Answer incoming business phone calls professionally.

Take detailed messages and determine which calls require immediate attention.

Handle routine questions when appropriate.

Make outbound calls and follow up with customers, employees, vendors, and other business contacts.

Help manage email and identify messages requiring attention.

Manage calendar appointments, meetings, and reminders.

Keep track of tasks, deadlines, and follow-ups.

Follow up with team members to obtain information or updates.

Schedule appointments and meetings.

Prepare basic documents and spreadsheets.

Enter and update information in company systems.

Perform online research and miscellaneous administrative projects.

Help organize the director's day and make sure important tasks don't get forgotten.

As you learn the position, we want you to become increasingly independent and take ownership of recurring tasks.

Who We're Looking For

You should have:

Excellent spoken English.

Excellent written English.

A professional and friendly phone voice.

Confidence speaking with Americans by phone.

Strong attention to detail.

Excellent organization and follow-through.

Good judgment and problem-solving skills.

Reliable internet and a quiet environment for phone calls.

Ability to work independently.

Ability to learn new software quickly.

Comfort asking questions when something is unclear.

A proactive personality—you follow up on unfinished items instead of waiting to be reminded.

Previous experience as a Virtual Assistant, Executive Assistant, Personal Assistant, Administrative Assistant, Receptionist, or Customer Service Representative is preferred.

Experience working with U.S.-based companies is a plus.

Software

We primarily use:

Google Workspace

Gmail

Google Calendar

Google Docs

Google Sheets

Cloud-based phone systems

Various internal business applications

We will train you on our company-specific software and processes.

Working Hours

This position must have significant overlap with U.S. Mountain Time business hours because answering phone calls is an important part of the job.

We understand this means working evening/night hours in the Philippines. Please only apply if you are comfortable consistently working this type of schedule.

This is intended to be a long-term position, not a temporary freelance project.

How to Apply

Please send the following with your application:

A short introduction about yourself and your previous experience.

Tell us about any experience you have answering phone calls or working directly with U.S. customers.

Tell us what hours you are available to work in Mountain Time (MT).

Send a 30–60 second voice recording introducing yourself as though you were answering a business phone call.

Answer this scenario:

A customer calls and says they have been trying to reach the project manager all day. They are frustrated and want to speak with someone immediately. The project manager is unavailable. What would you say to the customer, and what would you do after the call?

Answer this scenario:

Your manager asks you to remind him about something tomorrow afternoon. The next morning, he becomes extremely busy and his calendar fills up. What would you do?

Attention to Detail

In the subject line of your application, write the words:

“Mountain Time Assistant”

Applications that do not include this phrase will not be considered.

We are looking for someone dependable who wants to learn, improve, and become a trusted member of our team. If you're organized, comfortable on the phone, and enjoy making someone's workday easier, we'd like to hear from you.