Virtual Executive Assistant - #35323

4 hours ago
Full-time
Mid Level
Project and Program Management
Recruitment & Search Agency - Headhunter in the Philippines

Recruitment & Search Agency - Headhunter in the Philippines

Manila Recruitment is a top recruitment agency in the Philippines, offering hiring solutions for executive search, IT, developers, managers, and specialized roles. With a database of over 250,000 candidates, we provide innovative headhunting services a...

Professional Services
11-50
Founded 2010

Description

  • Manage the COO’s calendar, inbox, appointments, meetings, and recurring commitments.
  • Track priorities, deadlines, delegated assignments, and action items; follow up and escalate overdue work.
  • Schedule meetings across time zones, prepare agendas and materials, take notes, and distribute follow-up items.
  • Coordinate with attorneys, employees, candidates, vendors, consultants, and external partners.
  • Support recruiting interviews, employee onboarding logistics, vendor coordination, and internal communications.
  • Research vendors, software, candidates, business partners, and operational issues; summarize findings for decisions.
  • Assist with operational projects, process improvements, project trackers, reports, dashboards, SOPs, and internal documentation.
  • Draft and format correspondence, reports, presentations, agendas, and other professional documents.
  • Maintain organized confidential records, coordinate electronic signatures, and manage document circulation.
  • Coordinate business travel, accommodations, transportation, itineraries, conferences, reminders, and limited related personal administration.

Requirements

  • At least 3 years of Executive Assistant experience supporting a CEO, COO, business owner, managing partner, or other senior executive.
  • Experience supporting a U.S.-based executive or company.
  • Excellent spoken and written English, communication, documentation, organization, and time-management skills.
  • Demonstrated experience managing executive calendars and email.
  • Strong judgment, discretion, integrity, reliability, attention to detail, and follow-through.
  • Ability to manage confidential information and prioritize competing demands independently.
  • Ability to anticipate needs, solve problems proactively, and work without micromanagement during U.S. Eastern Time business hours.
  • Comfort communicating with senior professionals and external business contacts.
  • Ability to work effectively with diverse backgrounds and cultures in a remote environment.
  • Law firm, professional-services, business operations, or administration experience preferred.
  • Proficiency with Microsoft 365, Outlook, Teams, Word, Excel, PowerPoint, Zoom, Adobe Acrobat, project-management tools, AI productivity tools, or CRM systems preferred.
  • Experience with recruiting coordination, vendor management, executive summaries, or bilingual Spanish/French communication preferred.

Benefits

  • Full-time independent contract position.
  • Work-from-home arrangement.
  • Monday–Friday schedule, 9:00 AM–5:00 PM EST, including a 45-minute lunch break.

Interested in this position?

Apply directly on the company website

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