Virtual Executive Assistant
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Job Description
Virtual Executive Assistant supporting C-level leaders at magentIQ, a global company. Managing calendars, CRM systems, communications, and executive operations remotely from the Philippines.
Responsibilities:
- Manage executive calendars across multiple time zones, ensuring accuracy and prioritization
- Schedule internal and external meetings and coordinate stakeholder availability
- Monitor and organize inboxes, flag priority messages, and draft responses
- Ensure timely follow-ups on emails, tasks, and action items
- Maintain and update CRM systems, including contact records, activity logs, pipeline tracking, notes, engagement history, and pursuit details
- Generate CRM reports and assist leadership with data insights and follow-ups
- Prepare personalized follow-up communications with partners, clients, and prospects
- Review meeting transcripts, conduct background research, synthesize insights, and draft professional action-oriented emails
- Prepare meeting agendas and track deliverables and next steps
- Assist with documentation and internal communication coordination
- Support vendor coordination, scheduling logistics, and event arrangements
- Assist with travel coordination when needed
- Track executive priorities, deadlines, and commitments
- Maintain organized records, files, and workflow systems
- Report to executives
Requirements:
- 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.)
- 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
- Philippines-based
- May require schedule flexibility to support multiple time zones
Benefits:
- Fully remote work arrangement
- Remote flexibility
- Results-driven work culture
- Collaborative global environment
- Exposure to strategic operations through direct work with executives
- Career growth opportunities in executive support, operations, or business management
- Schedule flexibility to support multiple time zones
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