Executive Virtual Assistant PH

PLEASE NOTE: This job is available to people in the Philippines only.

QuickTeam is a company that provides businesses with virtual employees to help them grow and become more productive. We provide virtual assistants, receptionists, and other support staff to help businesses take care of their day-to-day tasks and focus on what they do best.

By working with us, we will help you find companies where you can make an impact, be a part of their team for the long term, and join the QuickTeam family :). We would love to have you!

Job Description: Executive Virtual Assistant to the CEO

We are seeking a competent and experienced Executive Virtual Assistant to provide comprehensive administrative support to the CEO of multiple organizations. This role requires exceptional organizational skills, impeccable attention to detail, and the ability to handle a wide range of responsibilities in a fast-paced environment. As the Executive Virtual Assistant, you will be responsible for ensuring the CEO's schedule runs smoothly, coordinating and managing various projects, and handling confidential information with the utmost discretion.

• Part Time to Full-time, 30 to 40 Hours/Week
• Salary: $6/Hour
• Availability to work during EST business hours.

Responsibilities:

• Tech-Savviness: The ideal candidate should possess a strong understanding of technology and be comfortable working with various software applications and virtual collaboration tools. They should have the ability to review the CEO's current tech setup and identify areas for improvement, streamlining workflows, and suggesting solutions that enhance productivity and efficiency.
• Calendar Management: Efficiently manage the CEO's complex and ever-changing schedule, including organizing meetings, conference calls, and appointments. Anticipate scheduling conflicts and proactively resolve them.
• Email and Correspondence: Monitor and prioritize the CEO's email inbox, draft and respond to emails on their behalf, and ensure timely and accurate communication with internal and external stakeholders.
• Travel Arrangements: Arrange all travel logistics for the CEO, including flights, accommodations, transportation, and itinerary planning. Coordinate with travel agencies, manage visas and travel documents, and provide necessary information and support during trips.
• Meeting Coordination: Prepare meeting agendas, coordinate logistics, and ensure all necessary materials are prepared and distributed in advance. Take minutes, track action items, and follow up on outstanding tasks to ensure efficient meeting outcomes.
• Project Management: Assist the CEO in managing various projects, including research, analysis, and preparation of reports. Collaborate with different teams to gather information, track progress, and ensure deadlines are met.
• Confidentiality and Discretion: Handle sensitive and confidential information with the highest level of integrity and discretion. Maintain confidentiality in all matters related to the CEO, the organizations, and business operations.
• Documentation and Filing: Organize and maintain files, records, and documentation, both electronic and physical, ensuring easy retrieval and efficient organization. Develop and maintain a systematic approach to record-keeping.
• Communication Liaison: Act as a liaison between the CEO and internal and external stakeholders, including employees, clients, partners, and investors. Handle incoming inquiries, screen phone calls, and provide accurate information or redirect them to the appropriate person.
• Research and Analysis: Conduct research, gather data, and prepare reports, presentations, and briefing materials for the CEO. Provide insightful analysis and recommendations based on findings to support decision-making processes.
• Miscellaneous Tasks: Undertake additional tasks and projects as assigned by the CEO, which may include personal errands, event planning, and other ad hoc responsibilities.

• Excellent verbal and written communication skills
• Proven experience as an Executive Assistant, Virtual Assistant, or similar role supporting high-level executives.
• Strong organizational and multitasking skills with the ability to prioritize tasks effectively.
• Proficient in using virtual collaboration tools, email management systems, and office productivity software.
• Exceptional attention to detail and accuracy.
• Ability to work autonomously and take initiative in a fast-paced environment.
• Flexibility and adaptability to accommodate changing priorities and deadlines.
• Discretion and professionalism in handling sensitive information.
• Strong problem-solving and decision-making abilities.
• A proactive and positive mindset with a willingness to learn and grow.
• Comfortable working U.S. Operating hours (Graveyard Shift)
• As an Executive Virtual Assistant, you will play a crucial role in supporting the CEO's success by managing administrative tasks efficiently, enabling the CEO to focus on strategic initiatives and business growth.