Virtual Assistant to MD and CEO (Remote/Fulltime)

We seek a proactive and highly organized Virtual Assistant to support our Managing Director (MD) and Chief Executive Officer (CEO) in Canada. The ideal candidate will possess excellent communication and organizational skills, a keen eye for detail, and the ability to manage multiple priorities efficiently. This role involves administrative, operational, and strategic support to ensure the MD and CEO’s daily activities run smoothly. Working hours would be 8 AM-5 PM MST (Mountain Time Zone).

Key Responsibilities

• Manage and maintain the MD and CEO’s calendars, scheduling meetings and appointments.
• Monitor and organize the CEO/MD’s inbox daily, flagging urgent messages.
• Draft, proofread, and send emails on their behalf.
• Filter spam or non-essential emails to declutter the inbox.
• Set up automated replies for out-of-office or vacation periods.
• Ensure meeting invites and important deadlines are communicated promptly.
• Manage incoming requests for appointments, prioritizing based on urgency.
• Schedule follow-ups or reminders for correspondence requiring action.
• Assess incoming correspondence (emails, calls, letters) to identify key priorities.
• Escalate high-priority issues to the CEO/MD immediately.
• Prepare drafts of official emails, letters, and reports based on CEO/MD input.
• Screen and manage incoming calls, taking detailed messages when necessary.
• Return calls on behalf of the CEO/MD, scheduling follow-ups as needed.
• Provide summaries of critical phone conversations for record-keeping.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Assist in planning and coordinating projects or events.
• Track project progress and provide regular updates. Conduct research and compile reports to support decision-making.
• Act as the primary point of contact for all internal and external communications for the CEO/MD.
• Route inquiries to appropriate departments or individuals when necessary.
• Maintain a clear communication log for reference and follow-ups.
• Handle communication with clients, investors, and partners professionally.
• Draft formal correspondence such as proposals, letters, or invitations.
• Maintain and organize digital files, documents, and records.
• Prepare reports, spreadsheets, and presentations as required.
• Handle confidential information with the utmost discretion.
• Monitor and optimize daily operations to save time and resources.
• Schedule and prioritize tasks to meet tight deadlines.
• Suggest and implement tools or processes to improve efficiency.
• Send reminders for important dates, meetings, and tasks.
• Assist with personal errands or tasks as requested.

Requirements

• Proven experience as a Virtual Assistant or in a similar administrative role.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Proficiency in Microsoft Office Suite, i.e., Outlook, SharePoint, MS Teams, is a MUST.
• Ability to manage multiple tasks simultaneously while maintaining attention to detail.
• High level of discretion and professionalism in handling sensitive information.

Preferred Qualifications

• Prior experience supporting C-suite executives or senior leadership.
• Knowledge of the industry in which the MD/CEO operates.
• Familiarity with CRM systems, digital marketing tools, or data analytics.

Key Attributes

• Self-starter with a proactive attitude.
• Strong problem-solving and decision-making skills.
• Flexibility and adaptability in a fast-paced environment.
• Ability to maintain confidentiality at all times.

Benefits

• Competitive compensation.
• Opportunity to work closely with senior leadership and contribute to the company’s success.

Job Type: Full-time

Pay: Php30,000.00 - Php34,000.00 per month

Benefits:

• Work from home

We seek a proactive and highly organized Virtual Assistant to support our Managing Director (MD) and Chief Executive Officer (CEO) in Canada. The ideal candidate will possess excellent communication and organizational skills, a keen eye for detail, and the ability to manage multiple priorities efficiently. This role involves administrative, operational, and strategic support to ensure the MD and CEO’s daily activities run smoothly. Working hours would be 8 AM-5 PM MST (Mountain Time Zone).

Key Responsibilities

• Manage and maintain the MD and CEO’s calendars, scheduling meetings and appointments.
• Monitor and organize the CEO/MD’s inbox daily, flagging urgent messages.
• Draft, proofread, and send emails on their behalf.
• Filter spam or non-essential emails to declutter the inbox.
• Set up automated replies for out-of-office or vacation periods.
• Ensure meeting invites and important deadlines are communicated promptly.
• Manage incoming requests for appointments, prioritizing based on urgency.
• Schedule follow-ups or reminders for correspondence requiring action.
• Assess incoming correspondence (emails, calls, letters) to identify key priorities.
• Escalate high-priority issues to the CEO/MD immediately.
• Prepare drafts of official emails, letters, and reports based on CEO/MD input.
• Screen and manage incoming calls, taking detailed messages when necessary.
• Return calls on behalf of the CEO/MD, scheduling follow-ups as needed.
• Provide summaries of critical phone conversations for record-keeping.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Assist in planning and coordinating projects or events.
• Track project progress and provide regular updates. Conduct research and compile reports to support decision-making.
• Act as the primary point of contact for all internal and external communications for the CEO/MD.
• Route inquiries to appropriate departments or individuals when necessary.
• Maintain a clear communication log for reference and follow-ups.
• Handle communication with clients, investors, and partners professionally.
• Draft formal correspondence such as proposals, letters, or invitations.
• Maintain and organize digital files, documents, and records.
• Prepare reports, spreadsheets, and presentations as required.
• Handle confidential information with the utmost discretion.
• Monitor and optimize daily operations to save time and resources.
• Schedule and prioritize tasks to meet tight deadlines.
• Suggest and implement tools or processes to improve efficiency.
• Send reminders for important dates, meetings, and tasks.
• Assist with personal errands or tasks as requested.

Requirements

• Proven experience as a Virtual Assistant or in a similar administrative role.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Proficiency in Microsoft Office Suite, i.e., Outlook, SharePoint, MS Teams, is a MUST.
• Ability to manage multiple tasks simultaneously while maintaining attention to detail.
• High level of discretion and professionalism in handling sensitive information.

Preferred Qualifications

• Prior experience supporting C-suite executives or senior leadership.
• Knowledge of the industry in which the MD/CEO operates.
• Familiarity with CRM systems, digital marketing tools, or data analytics.

Key Attributes

• Self-starter with a proactive attitude.
• Strong problem-solving and decision-making skills.
• Flexibility and adaptability in a fast-paced environment.
• Ability to maintain confidentiality at all times.

Benefits

• Competitive compensation.
• Opportunity to work closely with senior leadership and contribute to the company’s success.

Job Type: Full-time

Pay: Php30,000.00 - Php34,000.00 per month

Benefits:

• Work from home