Virtual Executive Assistant (Remote | Philippines)

We’re hiring a Virtual Executive Assistant to provide high-level administrative and operational support to leadership, ensuring executives stay organized, efficient, and focused on strategic priorities.

If you’re highly organized, proactive, and thrive in fast-paced environments where precision and responsiveness matter, this is your opportunity to become a trusted partner to executive leaders while working remotely in a dynamic, global setting.

Role Summary:

As a Virtual Executive Assistant, you’ll manage calendars, emails, CRM systems, and coordination tasks that keep executives operating smoothly. You’ll track priorities, streamline workflows, and ensure nothing falls through the cracks. This role blends organization, communication, and execution perfect for someone who enjoys creating structure, solving problems, and supporting leaders at a high level.

Key Responsibilities:

• Manage executive calendars across multiple time zones, ensuring accuracy and prioritization
• Schedule internal and external meetings and coordinate availability across stakeholders
• Monitor and organize inboxes, flag priority messages, and draft responses when needed
• Ensure timely follow-ups on emails, tasks, and action items
• Maintain and update CRM systems, ensuring accurate contact records, activity logs, and pipeline tracking
• Provide CRM update and support by ensuring the CRM is consistently up to date, including tracking notes, engagement history, and pursuit details for sales and nurturing activities
• Generate CRM reports and assist leadership with data insights and follow-ups
• Assist executives in preparing thoughtful, personalized follow-up communications with partners, clients, and prospects. This includes reviewing meeting transcripts, conducting background research on companies or stakeholders, synthesizing insights, and drafting action-oriented yet professional emails aligned with company messaging and services
• Prepare meeting agendas and track deliverables and next steps
• Assist with documentation and internal communication coordination
• Support vendor coordination, scheduling logistics, and event arrangements as required
• Assist with travel coordination when needed
• Track executive priorities, deadlines, and commitments
• Maintain organized records, files, and workflow systems

Must-Have Qualifications:

• 4+ years of experience as a Virtual Executive Assistant supporting Top-Tier C-Level Executives
• Strong calendar, email, and administrative management skills
• Experience using CRM platforms (HubSpot preferred, or similar systems)
• Excellent written and verbal English communication skills
• Strong research, synthesis, and business writing skills
• High attention to detail and strong critical thinking ability
• Proven ability to multitask, prioritize, and meet deadlines
• Tech-savvy and comfortable using productivity tools (Google Workspace, Microsoft Office, etc.)

Nice-to-Have Skills:
• Familiarity with AI tools or productivity platforms for workflow efficiency
• Experience coordinating vendors, events, or travel logistics
• Ability to analyze CRM data and identify follow-up or engagement opportunities

Reporting Line and Working Pattern:

• Reports to: Executives
• Fully remote role, Philippines-based
• May require schedule flexibility to support multiple time zones

Why You’ll Love This Role:

• Work directly with executives and gain exposure to strategic operations
• Build strong organizational systems that drive real business impact
• Enjoy remote flexibility and a results-driven work culture
• Be part of a collaborative global environment that values efficiency and initiative
• Grow your career in executive support, operations, or business management

About magentIQ

At magentIQ, we value innovation, organization, and continuous improvement. We empower our teams with the tools, trust, and flexibility they need to succeed in a global environment. Join us and become a key partner in keeping leadership aligned, efficient, and focused on what matters most.

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