POSITION OVERVIEW
We are seeking a Virtual Executive Assistant with Executive Assistant-level experience to provide high-level administrative, executive, and business support to our clients.
The successful candidate will manage a broad range of executive assistance responsibilities, ensuring efficient daily operations, seamless communication, and exceptional support to executives, managers, clients, and business stakeholders.
This is a part-time remote position (4 hours per day). The exact working schedule is yet to be confirmed but is expected to align with Germany business hours.
The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities while maintaining professionalism and confidentiality.
This role requires experience in executive administration, calendar and email management, travel coordination, client relationship management, CRM administration, sales support, and general business operations.
JOB KEY RESPONSIBILITIES
Executive & Administrative Support
Provide high-level executive, administrative, and business support to clients and their organizations.
Manage executive calendars, appointments, meetings, and scheduling requirements.
Coordinate meetings by preparing agendas, recording meeting minutes, tracking action items, and ensuring timely follow-ups.
Perform a wide range of administrative tasks to support day-to-day business operations.
Manage and prioritize emails, correspondence, inquiries, and communications while ensuring timely responses.
Handle confidential information with professionalism, discretion, and integrity.
Prepare, organize, and maintain business documents, reports, files, databases, and records.
Assist with reporting, documentation, compliance, and other administrative processes.
Conduct research on various business topics and provide concise summaries and recommendations to support executive decision-making.
Travel & Event Coordination
Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and detailed travel itineraries.
Schedule and coordinate meetings, appointments, and business events, ensuring all logistics are organized and communicated effectively.
Client & Stakeholder Management
Serve as a primary point of contact for executives, managers, clients, customers, and business partners.
Manage day-to-day communication via email, telephone, LinkedIn, Microsoft Teams, Skype, and other communication platforms.
Respond promptly and professionally to client inquiries and requests.
Build and maintain strong professional relationships with new and existing clients.
Support client onboarding, applications, renewals, and updates to client records.
Maintain accurate and up-to-date client information within the company's CRM system.
Business & Sales Support
Provide administrative support for commercial and sales activities, including scheduling client meetings, preparing quotations, proposals, presentations, and other client-related documentation.
Conduct research to support business development initiatives and client recommendations.
Manage lead follow-ups, customer communications, and appointment coordination.
Maintain accurate CRM records and assist with pipeline administration and sales-related reporting.
Assist in preparing management reports and other business updates as required.
Digital & Marketing Support
Provide administrative support for online marketing initiatives and other digital activities as assigned.
Assist with social media account management and content coordination when required.
Support the maintenance of digital records and online business platforms.
Identify opportunities to improve workflows, systems, and administrative processes.
General Responsibilities
Understand and support the company's short-term and long-term business objectives.
Ensure compliance with company policies, procedures, and applicable regulatory requirements.
Maintain a high level of professionalism, reliability, confidentiality, and accountability.
Demonstrate excellent attendance, punctuality, and time management.
Perform other duties and responsibilities as assigned by management.
JOB QUALIFICATIONS
Minimum of 3 years of experience as a Virtual Executive Assistant or in a similar executive support role.
Proven experience providing executive-level administrative and operational support.
Strong experience in calendar management, email management, scheduling, executive coordination, and meeting management.
Experience coordinating domestic and international travel arrangements.
Experience preparing meeting agendas, recording meeting minutes, and tracking action items.
Proficiency in Microsoft Office applications and other business productivity tools.
Experience using CRM systems to manage client records, communications, and sales activities.
Strong organizational and time management skills with the ability to prioritize multiple tasks in a fast-paced environment.
Excellent written and verbal communication skills.
Strong attention to detail with excellent problem-solving and critical-thinking abilities.
Experience supporting sales teams, commercial operations, or client account management is an advantage.
Experience with telecommunications services such as VoIP, SMS, or related technologies is an advantage.
Ability to work independently, exercise sound judgment, maintain confidentiality, and effectively support remote executives and teams.

Company in the Philippines.