Virtual Executive Assistant

Job not on LinkedIn

🔥 12 hours ago

🇵🇭 Philippines – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 25%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Manila Recruitment

WebsiteLinkedInAll Job Openings

11 - 50 employees

Founded 2010

💼 Consulting

📦 Logistics

📣 Marketing

Consulting • Logistics • Marketing

Manila Recruitment is a leading recruitment agency based in the Philippines, specializing in innovative talent sourcing and headhunting services. The agency provides a wide range of recruitment solutions including executive search, IT recruitment, offshore staffing solutions, remote staffing, and more. With a focus on understanding clients' strategic business objectives, Manila Recruitment offers tailored recruitment strategies for multinationals, corporations, and start-ups entering the Filipino market. The firm prides itself on a process-driven approach, offering comprehensive candidate guarantees and a database of over 250,000 candidates. Certified headhunters at Manila Recruitment are dedicated to passive candidate sourcing, ensuring quality hires that align with company culture and requirements.

📋 Description

• Provide high-level executive and operational support to the COO as a trusted partner. • Own and maintain the COO’s calendar, including meetings, appointments, interviews, vendor calls, and business commitments. • Identify scheduling conflicts and protect focus and preparation time. • Coordinate meetings across multiple time zones. • Monitor and organize the COO’s email inbox, flag urgent matters, draft authorized correspondence, and track follow-ups. • Maintain centralized lists of priorities, commitments, deadlines, delegated assignments, and action items. • Prepare daily or weekly priority summaries and escalate stalled projects or overdue deliverables. • Schedule and coordinate leadership, employee, vendor, candidate, and external meetings. • Prepare agendas, gather background materials, attend meetings when requested, take notes, document decisions, and monitor follow-up completion. • Communicate with attorneys, employees, candidates, vendors, consultants, referral partners, and other external contacts. • Coordinate recruiting interviews, candidate scheduling, employee onboarding logistics, internal meetings, and vendor proposals. • Research vendors, software, services, candidates, business partners, and operational issues; summarize findings for decision-making. • Assist with operational projects, process-improvement initiatives, project trackers, reports, executive dashboards, SOPs, policies, and internal documentation. • Draft and format correspondence, reports, presentations, agendas, and internal documents. • Maintain organized electronic files and confidential executive records; coordinate electronic signatures and document circulation. • Coordinate business travel, accommodations, transportation, itineraries, and conference logistics. • Manage reminders, appointments, recurring executive obligations, and limited personal administrative assistance supporting the COO’s firm responsibilities.

🎯 Requirements

• Minimum 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. • Demonstrated experience managing executive calendars and email. • Exceptional organizational and time-management skills. • Strong professional judgment and discretion. • Excellent written communication and documentation skills. • Ability to handle confidential and sensitive information. • Strong follow-through and attention to detail. • Ability to prioritize multiple competing demands. • Ability to anticipate needs rather than waiting for instructions. • Comfortable communicating with senior professionals and external business contacts. • Ability to work independently in a remote environment, solve problems proactively, and operate effectively without micromanagement during agreed US EST business hours. • Demonstrated integrity, honesty, and reliability. • Service-oriented mindset with a strong commitment to supporting executive needs. • Ability to work effectively with people from diverse backgrounds and cultures. • Preferred but not required: law firm or professional-services experience, preferably supporting executives within a law firm. • Preferred but not required: background in business operations or administration. • Preferred but not required: proficiency in Microsoft 365, Outlook, Teams, Word, Excel, PowerPoint, Zoom, and Adobe Acrobat. • Preferred but not required: project-management and task-management software. • Preferred but not required: AI productivity tools. • Preferred but not required: recruiting and interview coordination. • Preferred but not required: vendor management. • Preferred but not required: preparation of executive summaries and meeting briefs. • Preferred but not required: experience with CRM systems. • Preferred but not required: bilingual capabilities, particularly Spanish or French.