Job Description

Job Title: Executive Administrative Virtual Assistant

Position type: Full-time

Work hours: 40+ hours per week

Work days:

• Monday – Thursday: 8:30 AM – 4:30 PM EDT
• Friday: 9:00 AM – 4:00 PM EDT
• Candidate should be flexible to work a full 8:30 AM – 5:30 PM EDT schedule (Monday–Friday) if needed to complete the full 40-hour work week based on operational requirements.

Salary: $5 - $6 per hour depending on experience

Job code: SJM-Sage

Workplace: Remote

Preferred Candidate Location: Philippines

Scope of Work/Responsibilities

Provide high-level administrative and operational support in a fast-paced remote environment.

Key Responsibilities:

• Calendar and appointment management
• Scheduling meetings and sending reminders
• Email and inbox management (sorting, prioritizing, responding)
• Managing phone calls, text messages, and communication channels
• Preparing reports, spreadsheets, presentations, and documents
• Coordinating with internal teams, vendors, and external partners
• Organizing digital files, systems, and workflows
• KPI tracking, reporting, and data management
• CRM and database updates
• Administrative and executive support tasks
• Assisting with operational projects and process improvements
• Managing newsletters and follow-up communications

Focus Areas:

• Executive & Administrative Support
• Scheduling & Coordination
• KPI Tracking & Reporting
• Communication & Organization
• Proactive Initiative & Problem Solving

Requirements

• Previous experience as an Executive Assistant, Administrative Assistant, or Virtual Assistant

• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Ability to work independently with minimal supervision
• Strong problem-solving and critical thinking skills
• Detail-oriented and highly accurate with documentation and scheduling
• Tech-savvy and quick to learn new platforms and systems
• Reliable internet connection and dependable work setup

Preferred Software & Tools Experience

• CRM systems
• Slack
• Salesforce
• WhatsApp
• Skype
• VoIP systems
• Google Workspace / Microsoft Office
• Scheduling and calendar management platforms

Ideal Candidate Traits

• Proactive and self-directed
• Requires minimal micromanagement
• Strong understanding of workflows and systems
• Reliable and consistent performer
• Professional and resourceful
• Strong communication and interpersonal skills
• Organized and detail-oriented
• Able to anticipate needs and solve problems independently
• Growth-minded and adaptable

Deal-Breakers

• Requires constant supervision or micromanagement
• Poor communication skills
• Unreliable attendance or inconsistent work history
• Inability to manage multiple priorities effectively
• Technical issues that interfere with work performance
• Lack of professionalism or initiative

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• Top 1% VA Performance Training: Access to proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.