Executive Virtual Assistant

We are looking for a proactive and highly organized Executive Operations & Systems Virtual Assistant to help keep projects, priorities, follow-ups, and day-to-day operations moving.

This is not a role for someone who simply waits for instructions. We need someone who takes ownership and follows work through to completion, thinks ahead, keeps track of what is due or blocked, and brings recommendations when something needs attention.

The role is currently part-time, with the possibility of growing into a full-time position.

Work Schedule: Tuesday–Friday, 9:00 AM–2:00 PM Philippine Time

Job duties and responsibilities include the following:

1. Executive & Operations Support

• Maintain action trackers, priorities, deadlines, follow-ups, and next steps.
• Track items requiring review, approval, decisions, or responses.
• Flag overdue, blocked, or at-risk items before they become urgent.
• Handle research, documents, CRM updates, file organization, scheduling, presentations, forms, and other operational tasks.
• Provide a concise daily email update highlighting items requiring review or decisions, completed and outstanding work, blockers or risks, upcoming deadlines, and recommended priorities or next steps.

2. Project & Team Coordination

• Coordinate and follow up with team members, contractors, vendors, and clients.
• Track projects, responsibilities, deadlines, and outstanding items.
• Prepare meeting materials and document decisions and action items.
• Ensure agreed-upon follow-ups are completed.

3. Systems & Process Development

• Create and maintain SOPs, process maps, checklists, templates, and workflows.
• Turn meetings, notes, and verbal instructions into clear, repeatable processes.
• Identify gaps, weak handoffs, unnecessary steps, and opportunities to simplify or automate processes.
• Help document processes that can support the onboarding and training of new team members as the business grows.

Tools and Platforms
Microsoft 365, particularly Word, Excel, PowerPoint, Outlook, Teams, OneDrive, and SharePoint
Google Workspace
Project/task management and CRM platforms
Canva and scheduling tools
AI tools for research, documentation, workflow design, and productivity

Qualifications
1. Ideally 5+ years of experience in executive support, business operations, project coordination, process improvement, systems, or similar work.
2. Excellent professional English communication skills.
3. Experience with SOP development, workflow design, project/task management, and process improvement.
4. Strong organizational, prioritization, and follow-through skills.
5. Able to work independently, exercise good judgment, and manage competing priorities.
6. Comfortable identifying problems and recommending solutions.
7. Professional, discreet, adaptable, and comfortable working with executives and distributed teams.

If you believe you're a strong fit for this position, please respond with the following:

• A link to your resume in PDF format, including your contact details, a recent professional photo, and relevant work experience.
• A screenshot of your PC specifications and internet speed.
• Your WhatsApp number for easy communication.

To ensure you've read this message carefully, please include the word “Organization” in the subject line of your email .

We look forward to reviewing your application!