Executive, Business Operations Virtual Assistant

VA Desk

. Manage and triage the executive's inbox at least twice daily .

Posted 11/3/2026full-timeRemote • PhilippinesMid-LevelSenior💰 ₱50,000 per monthWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in managing executive schedules, communications, and confidential information while utilizing AI tools for efficiency. Proven ability to coordinate events and marketing efforts, ensuring operational continuity and client relationship management.

Highest-signal resume keywords

Executive Support ExperienceMicrosoft 365 ProficiencyAI Tool UtilizationEvent CoordinationConfidential Information Management

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementInbox ManagementEvent CoordinationDrafting and SummarizationSOP Writing

Soft Skills

Highly OrganizedSound JudgmentCalm Under PressureAnticipates NeedsExcellent Communication

Tools & Technologies

Microsoft OutlookMicrosoft TeamsMicrosoft OneDriveMicrosoft SharePointClaudeChatGPT

Industry Keywords

Professional ServicesIT ServicesMarketing AgencyPodcast ProductionMSP

About the role

Key responsibilities & impact

Manage and triage the executive's inbox at least twice daily
Draft replies in the Client's voice and send approved routine replies
Organize the executive's calendar, daily priorities, focus blocks, appointments, travel time, and meeting buffers
Prepare morning briefs, end-of-day summaries, and weekly planning reviews
Prepare briefing materials and agendas for internal, client, and vendor meetings
Track meeting action items, communicate decisions, follow up with owners, and monitor commitments through completion
Research and coordinate speaking opportunities, industry association events, networking activities, and customer events
Manage event submissions, registrations, speaker materials, travel bookings, deadlines, invitations, RSVPs, vendors, and follow-ups
Assist with AI-supported blog, social media, podcast promotion, and email marketing workflows
Coordinate with the external marketing agency and route drafts for executive approval
Support the “Off the Stack” podcast through guest outreach, scheduling, and briefing notes
Use AI tools for drafting, summarization, meeting preparation, and recurring administrative tasks, while reviewing outputs for accuracy and tone
Identify repetitive workflows and recommend automation opportunities
Maintain client milestone calendars and prepare check-ins, follow-ups, thank-you messages, digital gifts, and e-cards
Keep client contact records current and coordinate physical correspondence with the local team
Track expenses, collect receipts, submit expense reports, and manage subscriptions and renewals
Organize files, SOPs, and shared folders; write and update SOPs
Manage personal appointments, family commitments, online errands, bookings, renewals, orders, and reservations
Handle confidential business, client, financial, and personal information according to security and data-handling requirements
Protect the founder's time and attention while maintaining client relationships and operational continuity

Requirements

What you’ll need

3+ years supporting a founder, CEO, or senior executive, ideally a US-based one
Comfortable using AI tools such as Claude or ChatGPT every day, with examples of how you used them to save time
Excellent written and spoken English, with the ability to match someone else's voice
Experience managing a busy inbox and calendar in Microsoft 365
Highly organized, with a track record of following up until things close
Sound judgment on what needs Client's attention and what does not
Proven discretion with confidential business and personal information
Able to work US Eastern time business hours
Reliable internet and a quiet, private workspace
Experience in an MSP, IT services, or professional services firm (nice to have)
Experience coordinating events remotely with venues and vendors (nice to have)
Experience working with a marketing agency or outside vendors (nice to have)
Background supporting marketing or podcast production (nice to have)
Anticipates needs instead of waiting to be asked
Comfortable making decisions and owning the result
Curious about new tools and quick to try them
Calm under pressure when priorities shift mid-day
Microsoft 365, including Outlook, Teams, OneDrive, and SharePoint
Claude and other AI assistants
Reliable internet and private workspace

Benefits

Comp & perks

Training provided on tools not previously used
Remote work setup
Full-time dedicated support role
Ongoing support from the recruiting company
Use of AI tools and automation workflows to improve productivity