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Operations-Focused Executive Virtual Assistant

2 months, 2 weeks ago
Philippines
Full-time
Mid Level
Executive Assistant
Project and Program Management
Apply Now
Outsourced Staff

Outsourced Staff

Outsourced Staff provides high-performing dedicated teams of tech, digital, and customer support specialists in the Philippines, helping businesses reduce costs and increase productivity.

Professional Services
11-50
View All Jobs 19

Description

  • Review current workflows and develop clear, structured SOPs to create a scalable company playbook.
  • Manage the full ServiceM8 job lifecycle, including scheduling, dispatching, status tracking, follow-ups, and job coordination.
  • Prepare jobs from start to completion, including basic quoting, material ordering, and scheduling coordination.
  • Take ownership of the Principal’s inbox and calendar, including prioritising communications and resolving scheduling conflicts.
  • Support systems implementation and automation, including JotForm processes, quarterly performance review tracking, and workflow improvements.
  • Maintain organised digital filing systems in Google Drive or Dropbox so documents are easy to locate and consistently structured.
  • Coordinate internal projects and communicate with the team via VOIP calls to keep tasks and deadlines on track.
  • Identify simple automation opportunities and continuously improve workflows and operational efficiencies.
  • Provide email-based client communication support when needed.

Requirements

  • Minimum 3+ years of experience in a Virtual Assistant, Executive Assistant, or Operations role.
  • Advanced proficiency in Google Workspace or Microsoft 365.
  • Experience with ServiceM8 is an advantage, with training provided if required.
  • Familiarity with tools such as JotForm, CRM systems, or workflow platforms.
  • Strong written and spoken English communication skills.
  • Proven ability to identify, improve, and streamline business processes or systems.
  • Experience developing and documenting SOPs to improve efficiency and consistency.
  • Strong understanding of operations and workflow management.
  • Experience working with service-based or construction companies is preferred but not required.
  • Ability to work AEST business hours, 8:00 AM to 4:00 PM.
  • Reliable high-speed internet and a professional home office setup.

Benefits

  • Full-time remote work from home arrangement.
  • Training provided for ServiceM8 if needed.
  • Opportunity to play a key role in building systems and improving business efficiency.
  • High-impact role with direct support to the Principal and leadership team.

Interested in this position?

Apply directly on the company website

Apply Now

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