Executive virtual assistant

We are a management office supporting 50+ businesses and 400+ team members. We need an Executive Assistant who has owned a busy executive's calendar and kept it clean. You will run the schedule across time zones, guard the executive's time, and make sure every meeting starts prepared. Nothing gets double-booked, forgotten, or walked into cold. Long-term role. We promote from within.

What you will do:

• Calendar, most of your day: Own one executive's calendar across US and Manila time zones: book, move and confirm meetings. Catch double-bookings before they happen and protect focus time. Send a day-ahead briefing each evening and a week-ahead briefing each Friday, with conflicts flagged.
• Prep every meeting: agenda, attendees, documents and notes from last time.
• Run the reminder system: for deadlines, renewals and follow-ups.
• Inbox and follow-up: Triage the executive's inbox: draft replies, file, and flag what needs their attention. Track action items from each meeting until they are closed. Make short confirmation and rescheduling calls when email is too slow.
• Admin backup: Data entry and record updates across spreadsheets and cloud systems, accurate the first time.

What you need:

• 2+ years as an Executive Assistant, VA or similar role, with calendar management as a core duty.
• Calendar ownership for at least one executive or manager, including scheduling across time zones.
• Hands-on with Outlook / Microsoft 365 calendar and/or Google Calendar: shared calendars, recurring events, time zone settings.
• Your own follow-up system. Something you built and ran, not one you were handed.
• Clear, professional written and spoken English.
• Comfortable making short phone calls to confirm or reschedule.
• 50 Mbps download minimum, a laptop or desktop (not a phone), a headset with microphone, and a quiet workspace.
• Full-time EST availability, 8:00 AM to 5:30 PM EST every weekday. No second job, freelance clients or scheduled classes.
• Not the right fit if you have only handled your own schedule, you want part-time or project work, or you can only cover EST hours some days.

Nice to have:

• Supported a C-level executive or business owner directly.
• Scheduling tools such as Calendly, plus Zoom or Teams meeting setup.
• Task trackers such as ClickUp, Asana, Notion or Microsoft To Do.
• Previous work for US-based clients.

How to apply: Apply through this form. It is one page and takes about 10 minutes. Have these ready: Your resume as a PDF. A speed test screenshot with your download number visible. A photo of the desk and workstation you will work from. In the open questions, be specific: whose calendar you managed, how many meetings a week, which time zones, and how you tracked follow-ups. Short and specific beats long and polished. We reply to every applicant who completes the full form.