Executive Virtual Assistant

Executive Virtual Assistant – Multi-Company CEO Support

Role Summary

This role manages the CEO’s time, priorities, and communication across multiple organizations. You act as the CEO’s operational extension: coordinating projects, scheduling meetings, managing correspondence, and producing executive-ready reports. You step in whenever tasks require action, decision-making, or problem-solving—resolving issues independently without back-and-forth.

Filtering signal: This role is not for candidates who need constant direction or cannot make decisions without explicit instructions.

Core Responsibilities

• CEO Time Management: Maintain and proactively manage calendars for multiple companies; adjust schedules in real time to accommodate shifting priorities without waiting for instructions.
• Project Coordination: Track CEO-led initiatives, push deadlines when necessary, flag bottlenecks, and ensure projects progress smoothly.
• Communication Gatekeeping: Serve as the primary point of contact for internal teams and external clients seeking the CEO; draft, screen, and initiate correspondence with clear escalation when needed.
• Meetings & Travel Logistics: Plan and confirm meetings, conferences, and travel; prepare agendas, collate materials, and take actionable minutes.
• Reporting & Presentations: Compile reports, presentations, and briefs tailored to the CEO’s needs; identify gaps or inconsistencies before submission.
• Process Improvement: Identify inefficiencies in office workflows, suggest actionable solutions, and implement approved changes across multiple companies.
• Analysis Support: Conduct needs analysis, SWOT analysis, root cause analysis, and action planning for initiatives, presenting actionable recommendations.
• Ad Hoc Executive Support: Handle urgent or unexpected tasks without supervision; escalate only when resolution is impossible.

What We Actually Care About

• You make decisions without needing daily approval.
• You resolve scheduling or operational conflicts proactively.
• You produce executive-ready documentation without repeated revisions.
• You anticipate the CEO’s needs and act before being asked.
• You maintain confidentiality while managing multiple companies’ priorities.

What This Role Is NOT

• A routine administrative assistant; must handle multi-company priorities independently.
• A task that receives step-by-step instruction daily.
• A communications-only VA; must also manage projects, reports, and analysis.
• A reactive role; must proactively anticipate CEO needs.

Position Details

• Hours: Full-time, Philippine time zone, US-aligned (night shift)
• Work Style: Remote, async, results-driven
• Contractor Structure: Independent contractor

Application Instructions

• Submit resume plus a 3–5 sentence example of a scheduling, project, or correspondence problem you resolved independently.
• Include a brief explanation of a decision you made proactively to prevent an issue for your executive.

 

Requirements (Non-Negotiable)

• 1–2+ years supporting C-Suite executives with multi-company responsibilities.
• Must work independently, prioritize competing demands, and take ownership of outcomes.
• Excellent verbal and written communication; minimal regional accent; able to compose executive-level emails and documents.
• Proven multitasking and time management; able to handle interruptions without losing focus.
• Comfortable performing voice-based tasks and managing US-aligned schedules (night shift PH time).
• Proficient in Google Suite; quick learner of new tools and systems.
• Critical thinking: ability to anticipate problems, make decisions, and provide solutions.

Tools

• Google Suite (Sheets, Docs, Calendar, Gmail)
• Video/voice conferencing tools
• Project management or note-taking platforms as used by CEO
• Presentation tools (Slides, Docs)

Benefits

• PTO
• HMO
• Fully Remote Work