Operations-Focused Executive Virtual Assistant
Outsourced Staff
full-time
Posted on:
Location Type: Remote
Location: Philippines
Visit company websiteExplore more
Tech Stack
About the role
- Review current workflows and develop and establish clear, structured Standard Operating Procedures (SOPs) to create a scalable “Company Playbook”.
- Manage the full job lifecycle including scheduling and dispatching technicians, updating job statuses, managing automated follow-ups, preparing and sending invoices.
- Take ownership of the Principal’s inbox and calendar by prioritizing key communications, managing scheduling and resolving conflicts, acting as a gatekeeper to protect time and focus.
- Assist in establishing and managing systems such as JotForm for team processes, quarterly performance review tracking, identifying simple automation opportunities, continuously improving workflows and efficiencies.
- Maintain structured and efficient digital filing systems (Google Drive / Dropbox), ensuring all documents are easy to locate and consistently organised.
- Coordinate internal projects and communicate with the team via VOIP calls, ensuring tasks are completed and deadlines are met. Client communication will be email-based only.
Requirements
- Minimum 3+ years experience in a Virtual Assistant, Executive Assistant, or Operations role
- Advanced proficiency in Google Workspace or Microsoft 365
- Experience with ServiceM8 is an advantage (training provided if required)
- Familiarity with tools such as JotForm, CRM systems, or workflow platforms
- Strong written and spoken English communication skills
- Ability to work AEST business hours (7:00am – 3:00pm)
- Reliable high-speed internet and professional home office setup
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
Standard Operating Proceduresworkflow managementdigital filing systemsautomationperformance review trackingschedulingdispatchinginvoicingemail communicationclient communication
Soft Skills
communication skillsorganizational skillstime managementproblem-solvingattention to detailprioritizationteam coordinationconflict resolutionadaptabilityreliability