Virtual Executive Assistant

Virtual Assistants deliver services to clients operating online, “virtually”. The role provides a wide range of services such as secretarial, administrative, creative, or technical. The Virtual Assistant handles all administrative tasks like answering phone calls, emailing correspondences, doing the minutes of the meetings and managing and maintaining appointments and schedules, execute written and verbal instructions, and any other specialized business service as required by maintaining high quality of work under rigorous pressure and meet set deadlines.

• Duties include but are not limited to making travel arrangements, accounting, research, and specialized business services as required; communicates and maintains coordination with internal and external clients and/or stakeholders
• Transcription of minutes of meeting and letters as dictated
• Produce correspondence including meetings and various forms of communication in a timely manner without errors
• Ensure all documentation required are prepared and delivered within established deadlines
• Demonstrate excellent customer and team member service reflecting on the client’s values
• Ensure that requirements are implemented and maintained
• Preparation of meetings and ensuring that everyone is well prepared with all relevant documents and information in conducting meetings
• Keep diary up-to-date
• Organize, store, and archive paperwork in line with requirements
• Communicate with stakeholders and staff members with empathy, compassion, and professionalism
• Any other task/duty as directed by client/management
• Sort emails so as to ensure the most important tasks are prioritized
• Highlight urgent or important tasks
• Keep recipients informed if there’s a delay in attending to their email
• Respond where possible with a focus on reducing directors’ work load
• Maintain Directors To Do Board to ensure important tasks are handled by directors
• Maintain a card for each current task, updates are stored in these cards
• Ensure To Do Board is always up to date
• First point of call for all phone calls, take messages
• Make calls where necessary
• Manage calendar to ensure no conflicts
• Adjust calendar as needed
• Book in appointments
• Coordinate calendar for optimal use of time
• Coordinate travel plans
• Understand how a total trip will unfold and ensure no issues
• Make & adjust bookings
• Search for points / paid flights and present options available

• At least a Bachelor’s College Degree
• At least 2 to 3 years of relative work experience in administrative and executive assistant capacity and other related fields
• Relevant experience in data entry and file maintenance, transcription, delivering customer service, report collation, and writing
• Accurate and effective client meeting and diary management
• Deliver high level of data accuracy and high data entry keystroke (at least 35 wpm)
• Proficient with Microsoft Office applications particularly Microsoft Word and Microsoft Outlook
• Must have strong attention to detail, can work well under pressure
• Has excellent time management and prioritization skills
• Excellent verbal and written communication skills
• Ability to be flexible to changing demands and challenges and exercise initiative
• Exercise empathy and diplomatic exchange in all working relationships

We are HGS Offshore Staffing Solutions, a premier global partner in building offshore teams in the Philippines, with over 1,500 professionals across Metro Manila and Cebu.

Our goal is to ignite global potential by connecting exceptional talent with companies worldwide. We are committed to propelling your career forward by providing opportunities for growth, where your expertise can flourish in any field. Here, you'll have access to global industries, continuous training opportunities, and a culture where your voice always matters.

At HGS, we go beyond recruiting talented individuals, we cultivate a vibrant community. You'll be able to grow alongside your peers through professional development opportunities at your fingertips and connect with teammates during exciting company events. Our monthly huddles keep you connected with your team and colleagues. We also foster a dynamic community with our charity initiatives, reminding us that our careers can make a real difference. Whether you work remotely or side-by-side, you are always part of the team at HGS.