Admin Assistant

Executive Virtual Assistant / Business Operations Assistant

Full-Time | U.S. Eastern Time | Philippines-Based

We are looking for an exceptional, highly organized Virtual Assistant to join our team and support three established U.S.-based businesses.

This is not a repetitive data-entry position. We are looking for someone intelligent, dependable, resourceful, and adaptable who enjoys learning new things and can comfortably shift priorities as our businesses change throughout the year.

Our current Virtual Assistant has been extremely successful in this type of role, and we are now looking to add another outstanding person to our team.

The Businesses You Will Support

You will work across three different businesses:

A residential home-services company
A seasonal residential service business
A marketing company serving national clients

Each business has different busy seasons. Because of this, your responsibilities will shift throughout the year--sometimes throughout the day. Some weeks you may spend most of your time supporting one company and later transition to another.

You must be comfortable with that fast-paced environment and enjoy variety.

What We Are Looking For

The ideal candidate is extremely organized, friendly, and able to manage multiple projects without losing track of details.

You should have:

Excellent written and spoken English
Strong organizational and time-management skills
Excellent attention to detail
Strong Microsoft Office / Microsoft 365 skills
Above-average Microsoft Excel skills
Experience working with spreadsheets, lists, customer information, and business data
Experience with CRM systems
Ability to learn new software quickly
Strong internet research skills
Ability to follow detailed instructions
Ability to work independently without constant supervision
Confidence asking questions when something is unclear
Ability to recognize problems and suggest solutions
Reliable high-speed internet and dependable computer equipment

Experience with any of the following is a significant advantage:

Jobber, ServiceMinder, HubSpot, Microsoft Excel, Microsoft Word, Microsoft Outlook, Microsoft 365, Google Suite, Canva, ChatGPT/AI tools, Google Business Profile, or basic digital marketing.

You do not need experience with every system listed above. We care more about your ability to learn quickly and adapt.

A Very Important Quality

We need someone who can change direction when business priorities change.

One business may require significant attention during its peak season, while another may become the priority several months later. At other times, you may be assisting with customer lists, prospect research, CRM management, spreadsheets, marketing projects, or special administrative assignments.

If you prefer doing exactly the same tasks every day, this probably isn't the right position.

If you enjoy variety, solving problems, learning new systems, and becoming an important part of a small business team, you may be an excellent fit.

We value people who can keep multiple projects in ORBIT without needing to be reminded about every deadline or responsibility.

Typical Responsibilities

Responsibilities may include CRM management, updating customer records, spreadsheet management, Excel projects, lead and prospect research, data entry and cleanup, preparing reports, organizing files, customer follow-up, appointment and lead management, marketing support, administrative projects, internet research, and assisting management with special projects.

Your responsibilities will evolve as you learn our businesses.

We are specifically looking for someone who eventually understands our operations well enough to anticipate what needs to be done rather than simply waiting for the next assignment.

Work Schedule

This is a full-time overnight/graveyard-shift position in the Philippines.

You must be available to work:

9:00 AM – 5:00 PM U.S. Eastern Time, Monday through Friday

Because the United States observes Daylight Saving Time, this generally corresponds to approximately:

9:00 PM – 5:00 AM Philippines time during U.S. Daylight Saving Time
10:00 PM – 6:00 AM Philippines time during U.S. Standard Time

Applicants must be comfortable maintaining this schedule.

Location

Applicants may live anywhere in the Philippines.

However, Cebu City or the surrounding Cebu area is preferred because another member of our team is located there. Being able to occasionally meet and collaborate in person would be an advantage, but it is not required. You will report directly to a person who resides in the Philippines.

We will absolutely consider an outstanding applicant from another part of the Philippines.

Who Will Succeed in This Position?

You will probably succeed here if you are the person who:

Makes lists and stays organized
Notices when something doesn't look right
Learns software quickly
Doesn't need to be reminded repeatedly
Likes figuring things out
Communicates when there is a problem
Can handle several projects at once
Takes ownership of assignments
Is comfortable working directly with a U.S. business owner
Wants a stable, long-term position rather than a temporary freelance project

Reliability and integrity are extremely important to us.

How to Apply

Please send us a short introduction explaining why you believe you would be a good fit for this position.
To send an email:
To:

Please include:
Your current city in the Philippines
Your previous Virtual Assistant or administrative experience
Your Microsoft Excel experience and how you would rate your Excel skills from 1–10
Any experience with Jobber, ServiceMinder, HubSpot, or other CRM systems
Other software platforms you use regularly
Your experience working U.S. hours or overnight shifts
Your current internet connection and backup plan for internet/power outages
Your desired hourly or monthly compensation
Your résumé/CV
A brief explanation of a business problem you were asked to solve independently and how you handled it

Important: When you apply, please put the word you found inside this job posting in the subject line of your application.

Applications that do not follow this instruction will not be considered.

We are looking for someone interested in becoming a long-term member of our team and growing with our businesses.

If you are organized, dependable, adaptable, comfortable with technology, and take pride in doing excellent work, we would like to hear from you.