executive Virtual AssistantScale Virtually

Duties & ResponsibilitiesPhone Communications & Intake● Answer the main business line via DialPad, following scripts, and documenting project details in an internal web form. [Incoming Leads from JobTread]● Handle client calls, gather necessary project details (name, address, referral, timeframe), and ensure follow-ups are completed.● Respond promptly to client inquiries and provide updates as needed.Scheduling & Coordination● Manage Ed's calendar using Microsoft 365 to schedule appointments and coordinate with subcontractors and clients.● Send reminders, confirmations, and meeting summaries to prevent conflicts and ensure milestones are met.● Coordinate with subcontractors on schedules, deliverables, and measurements, following up to ensure task completion.Document & Permit Management● Organize and maintain contracts, permits, blueprints, and compliance documents in a shared drive.● Track expiration dates for licenses, insurance, and permits to ensure compliance.● Collect and file insurance certificates, bids, and W-9s.Expense, Invoice & Payment Tracking● Track project expenses, prepare reports, and flag potential overages early.● Prepare and send client invoices, record payments, and follow up on outstanding balances.● Assist with monthly bookkeeping by scanning and attaching receipts to the correct jobs using Dext and logging transactions.Bid Preparation & Proposal Support● Assist in drafting bid packages and proposals.● Organize cost estimates, vendor quotes, and supporting documentation.Marketing & Social Media Support● Monitor and engage in Facebook groups to identify potential leads.● Respond to direct messages and maintain a professional online presence.● Post updates of ongoing projects, before/after photos, and testimonials to social media and Google Business.● Assist with uploading content to the website to keep the company's online presence updated.Client Communication & Progress Reporting● Provide regular progress updates, reports, and meeting summaries to clients.● Collect and organize site progress photos, creating simple visual updates or slideshows to showcase completed work.General Administrative Support● Provide ad-hoc administrative assistance as needed, handling additional tasks such as email management and client follow-up.● Handle insurance renewals, safety documentation, and compliance checklists.● Maintain organized records for audits, inspections, and internal reporting.● Communicate blockers and provide daily updates on task status and progress.RequirementsAdaptability & Initiative● 1-2 years of experience supporting an executive in a fast-paced environment [Hard Requirement]● Strong problem-solving skills and the ability to manage multiple tasks independently.● Ability to liaise and navigate effectively across teams, while proactively communicating blockers to ensure progress● Must be a go-getter with a strong drive to take initiative and deliver resultsCommunication● Excellent written and verbal communication skills, able to represent the business professionally when interacting with clients, vendors, or subcontractors.● Neutral accent is acceptable, but should not have a strong accent● Confident on the phone, with the ability to ask clarifying questions when needed.Technical Skills● Comfortable using Microsoft 365 (email, calendar) and DialPad formanaging communications.● Familiarity with Financial tools like a receipt tracking software such as Dext and Quickbooks [Nice to have]● Proficient with social media platforms (especially Facebook and Instagram), and capable of uploading basic content to websites.Professionalism & Confidentiality● Trusted to handle sensitive information, including receipts and financial details.● Must provide references from previous executives the VA has supportedTools● Microsoft 365● Adobe Acrobat● DialPad● Dext (Receipt Management Tool)● Quickbooks● Facebook & Instagram (Social Media Platforms)● WhatsApp (Internal Communication)Benefits
45,000-50,000 PHP
HMO
PTO
Scale Virtually

Philippines
₱45,000-50,000 per month
Permanent
Full-time