Virtual Personal Assistant (Office-Based | Clark, Pampanga)

OffsureAngeles City, Pampanga, Philippines

1 day ago

Job type

Quick Apply

Job description

Location : Clark, Pampanga

Work Schedule : Day Shift (Australian Client)

Setup : Office-Based (Full Time)

About the Role

We are seeking a highly organised and proactive Virtual Personal Assistant to support an Australian business owner across multiple business units.

The role's core purpose is to manage the executive's inbox, ensure follow-ups happen on time, and streamline business operations through organisation, reporting, and process documentation.

Long-term, this role offers growth potential, including the opportunity to train and manage offshore staff as workflows expand.

Key Responsibilities

Inbox & Communication Management

Maintain an organised and prioritised inbox for the client
Draft and send professional email replies as needed
Track follow-ups to ensure no communication is missed
Provide end-of-day inbox summaries and outstanding action lists

Documentation & SOP Management

Create and maintain Standard Operating Procedures (SOPs) and training materials

Convert notes or voice memos into clear, structured workflows

Organise shared folders and maintain naming conventions

Reporting & Analysis

Prepare monthly sales and staff performance reports

Summarise key insights and findings for management meetings

Build Excel spreadsheets, pivot tables, and dashboards

Support projected sales reporting and performance tracking

Operations & Administrative Support

Maintain an asset register and assist with onboarding / offboarding staff

Coordinate access to email, shared drives, and business software

Review supplier and contractor invoices and prepare summaries for Accounts

Marketing & Listing Support

Create templates and manage listings on Facebook Marketplace and eCommerce platforms

Assist with social media post scheduling and group management

Ensure consistent tone, style, and brand alignment across communications

Qualifications & Skills

Excellent written and verbal English communication skills

Highly organised with exceptional attention to detail

Strong time management and ability to prioritise effectively

Proactive and comfortable working with minimal supervision

Interest in leadership and process improvement

Bonus : Familiarity with the automotive industry (not required but an advantage)

Software Proficiency (Required or Trainable)

Microsoft Outlook : Inbox and calendar management

Microsoft Excel : Pivot tables, lookups, data clean-up

Microsoft Word : Formatting reports and SOPs

Smartsheet : Workflow and dashboard management

Microsoft Teams / Zoom : Video calls and collaboration

SharePoint / OneDrive : File organisation and access control

Facebook Marketplace / Groups : Post management and listing coordination

Phocas (nice to have) : Dashboard interpretation and report extraction

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