Senior Manager, Talent Operations
Scale to Win
Executive Assistant
Scale Virtually VA
full-time
Posted on:
Origin: • 🇵🇭 Philippines
Visit company websiteSalary
💰 ₱45,000 - ₱50,000 per month
Job Level
Junior
About the role
- Answer the main business line via DialPad following scripts and document project details in an internal web form (incoming leads from JobTread).
- Handle client calls, gather necessary project details (name, address, referral, timeframe), and ensure follow-ups are completed.
- Respond promptly to client inquiries and provide updates as needed.
- Manage Ed’s calendar using Microsoft 365 to schedule appointments and coordinate with subcontractors and clients.
- Send reminders, confirmations, and meeting summaries to prevent conflicts and ensure milestones are met.
- Coordinate with subcontractors on schedules, deliverables, and measurements, following up to ensure task completion.
- Organize and maintain contracts, permits, blueprints, and compliance documents in a shared drive.
- Track expiration dates for licenses, insurance, and permits to ensure compliance.
- Collect and file insurance certificates, bids, and W-9s.
- Track project expenses, prepare reports, and flag potential overages early.
- Prepare and send client invoices, record payments, and follow up on outstanding balances.
- Assist with monthly bookkeeping by scanning and attaching receipts to the correct jobs using Dext and logging transactions.
- Assist in drafting bid packages and proposals and organize cost estimates, vendor quotes, and supporting documentation.
- Monitor and engage in Facebook groups to identify potential leads and respond to direct messages.
- Post updates of ongoing projects, before/after photos, and testimonials to social media and Google Business and assist with uploading content to the website.
- Provide regular progress updates, reports, and meeting summaries to clients and collect/organize site progress photos to create simple visual updates or slideshows.
- Provide ad-hoc administrative assistance such as email management and client follow-up, handle insurance renewals, safety documentation, and compliance checklists, and maintain organized records for audits and inspections.
- Communicate blockers and provide daily updates on task status and progress.
Requirements
- 1-2 years of experience supporting an executive in a fast-paced environment [Hard Requirement]
- Strong problem-solving skills and the ability to manage multiple tasks independently.
- Ability to liaise and navigate effectively across teams, while proactively communicating blockers to ensure progress
- Must be a go-getter with a strong drive to take initiative and deliver results
- Excellent written and verbal communication skills, able to represent the business professionally when interacting with clients, vendors, or subcontractors.
- Neutral accent is acceptable, but should not have a strong accent
- Confident on the phone, with the ability to ask clarifying questions when needed.
- Comfortable using Microsoft 365 (email, calendar) and DialPad for managing communications.
- Familiarity with Financial tools like a receipt tracking software such as Dext and Quickbooks [Nice to have]
- Proficient with social media platforms (especially Facebook and Instagram), and capable of uploading basic content to websites.
- Trusted to handle sensitive information, including receipts and financial details.
- Must provide references from previous executives the VA has supported
- Experience with Microsoft 365, Adobe Acrobat, DialPad, Dext, Quickbooks, Facebook, Instagram, WhatsApp
