Part-Time Executive Virtual | EST

20 hours per week | Monday–Friday – 9:00 PM–1:00 AM Philippine Time

Rate: $5.50

Overview

We are looking for an experienced Executive Virtual Staff member to provide high-level administrative, executive, operations, and back-end support.

We are looking for the following specific requirements

• Previous experience in an Executive Assistant, Virtual Assistant, or Administrative Assistant role
• Experience providing administrative and executive support
• Experience managing executive inboxes and calendars
• Familiarity with CRM systems and maintaining accurate client/prospect records
• Experience handling invoicing, receipts, and basic financial administration
• Experience with professional Linked In communication
• Strong written and verbal English communication skills
• Strong organizational and time-management skills
• Excellent attention to detail
• Ability to manage multiple priorities and deadlines
• Comfortable communicating with executives, clients, and external vendors
• Able to work independently with minimal supervision
• Able to maintain confidentiality and professionalism at all times
• Available to work Monday–Friday, 20 hours per week, during the required schedule

Your responsibilities will include (but are not limited to):

• Manage and organize the executive’s email inbox.
• Identify urgent messages, follow-ups, and action items.
• Help organize and prioritize tasks throughout the week.
• Track outstanding actions, deadlines, and commitments.
• Provide general administrative support to the executive.
• Assist with administrative tasks relating to the executive’s clients when required.

• Manage the executive’s calendar and appointments.
• Schedule and reschedule meetings as required.
• Identify scheduling conflicts and coordinate necessary changes.
• Ensure the calendar remains accurate, organized, and up to date.
• Provide reminders for important meetings and commitments.

• Monitor and respond to Linked In messages based on agreed guidelines.
• Flag important conversations or opportunities requiring the executive’s personal attention.
• Follow up on conversations when appropriate.
• Maintain professional and timely communication.

• Keep the CRM accurate, clean, and updated.
• Update client and prospect information.
• Record relevant communications, notes, follow-ups, and activities.
• Identify incomplete or outdated records and ensure they are corrected.
• Help ensure no important client or prospect follow-up is missed.
• Prepare and send client invoices.
• Monitor invoice records and flag outstanding payments for follow-up.
• Organize and manage business receipts.
• Maintain accurate records of receipts, invoices, and supporting documentation.
• Coordinate with the executive or finance/accounting support when necessary.

• Assist with administrative requests relating to the executive’s clients.
• Coordinate client follow-ups.
• Ensure client requests are properly tracked.
• Help maintain a responsive and professional client experience.
• Escalate matters requiring the executive’s direct involvement.

We primarily hire talented Virtual Assistants to support clients from around the world in areas such as administration, customer service, social media management, e-commerce support, and more. We also occasionally open positions for specialized roles depending on client needs.