Overview:This role involves working closely with executives to manage their workload, assist in decision-making processes, and ensure the smooth operation of their business. We are looking for a dedicated and highly organized Virtual Assistant who can provide extensive personal and administrative support.
- Calendar and Schedule Management: Proactively manage and organize the CEO's calendar, schedule meetings, and ensure that all appointments and deadlines are well communicated and prepared to optimize the CEO's time.
- Strategic Task Management: Act as the boss of the CEO's future self by holding the CEO accountable for tasks, ensuring follow-through on commitments, and maintaining momentum on projects and initiatives.
- Administrative Support: Handle day-to-day administrative tasks including correspondence, report preparation, and maintaining office systems to streamline everyday business operations.
- Project and Process Management: Oversee and improve operational and administrative processes, utilizing tools like Zapier and Make.com to automate routine tasks and workflows.
- Communication Management: Serve as a point of contact for internal and external communications, efficiently managing emails and other communications to reduce the CEO's screen time.
- Document and Information Management: Organize documents and information using efficient file management systems, incorporating PARA methodology (Projects/Areas/Resources/Archives) into a modified GTD system (Get Things Done) for maximum organizational efficiency.
- Financial Oversight and Contractor Management: Manage budgets for specific three-figure projects, such as the ability to hire and manage contractors via platforms like Upwork for various specific business (or personal) tasks.
- Personal Assistant Duties: Conduct research on personal matters such as travel arrangements, accommodations, and local transportation options. For example, creating a spreadsheet with the best motorbike rental and Airbnb options or the most efficient flight and transport solutions in a new city.
- Software Proficiency: Advanced knowledge of Google Workspace, Microsoft Office, and project management tools like Basecamp, ClickUp, Notion, Asana or Trello.
- Automation Tools: Proficient with improving existing processes. This could include automation tools such as Zapier and Make.com to streamline workflows and reduce manual task handling.
- Adaptability to New Technologies: Ability to quickly learn and adapt to new software or tools necessary for improving productivity or project management.
- Communication Skills: Exceptional verbal and written communication abilities to effectively manage correspondence and represent the CEO as needed.
Creative and Analytical Capabilities:
- Process Optimization: Demonstrated ability to innovate administrative processes and improve efficiency. Should provide examples of past process improvements and their outcomes.
- Problem-Solving: Capable of handling unexpected challenges and coming up with effective solutions quickly. Must demonstrate a proactive approach to potential problems.
Personality Traits:
- Proactivity and Leadership: Must be a self-starter who can independently manage tasks and projects with minimal supervision. Should have a leadership mindset, capable of making decisions that align with the CEO's objectives.
- Detail-Oriented and Organized: Must excel at managing multiple tasks and projects, ensuring nothing is overlooked and all details are handled meticulously.
Additional Requirements:
- Cultural Fit: Integrity, proactively asking questions, and imperfect action.
- Discretion and Confidentiality: Some inboxes (physical mail scans and email) will be a mix of corporate and personal correspondences. Must handle sensitive information with the utmost confidentiality and integrity.
- Soft and Hard Skills Required
Soft Skills:
Excellent verbal and written communication skills.
Strong organizational skills with the ability to multi-task.
Problem-solving attitude.
Ability to work under pressure and meet deadlines.
High level of discretion and confidentiality.
Hard Skills:
Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
Experience with office management software like Google Workspace and Project Management Tools.
Knowledge of online calendars and scheduling (e.g., Google Calendar).
Familiarity with Zoom and other virtual meeting platforms.
Proven experience as a Virtual Assistant or in a similar administrative support role.
Excellent organizational and time management skills.
Strong attention to detail and the ability to multitask effectively.
Proficient in using productivity tools and software, including calendar management and file organization.
Strong research and communication skills.
A proactive approach to problem-solving with strong decision-making skills.
Discretion and confidentiality when handling sensitive information.
Self-motivated, proactive, and able to work independently
Must be able to meet deadlines in a fast-paced, quickly changing environment.
Ability to organize a daily workload by priorities.
Job Type: Full-time
Pay: Php35,
- 00 - Php40,000.00 per month
Schedule: - Flextime
* Monday to Friday
