Virtual Assistant (3-Month Contract)

Job Description :

We are seeking a highly organized, proactive, and detail-oriented Virtual Assistant to provide essential administrative and operational support within the organization. The ideal candidate will play a key role in managing schedules, facilitating communication, coordinating meetings, and executing a variety of tasks to ensure smooth daily operations. This role requires flexibility, strong organizational skills, and a commitment to enhancing overall productivity and efficiency.

Job Responsibilities :

Schedule & Manage Appointments : Coordinate meetings, to-dos, and priorities to ensure efficient time management and task completion.

Administrative Support & Data Management : Assist with data entry, report generation, and maintaining accurate records across systems.

Communication & Coordination : Facilitate communication within teams and handle inquiries, ensuring effective information flow.

Report Generation & Analysis : Prepare and maintain accurate reports on tasks and activities, ensuring timely and detailed information.

Travel & Event Coordination : Manage travel arrangements and assist with event planning as needed.

Expense & Resource Management : Handle expense entries and procurement of resources, ensuring accurate record-keeping and budget adherence.

Project Support : Assist with planning and execution of various projects, ensuring alignment with deadlines.

General Administrative Duties : Provide administrative assistance, including document organization and meeting facilitation.

Job Qualifications :

Proven experience as a Virtual Assistant or in an administrative support role.

Strong Communication Skills : Clear, professional verbal and written communication, effectively interacting with both internal teams and external clients.

Tech-Savvy : Proficient with digital tools (e.g., Microsoft 365) and quick to learn new systems and software.

Problem-Solving & Decision-Making : Able to identify issues and independently provide solutions, particularly in remote work environments.

Time Management & Multitasking : Highly organized and detail-oriented, with the ability to prioritize tasks, manage complex schedules, and oversee multiple projects in a fast-paced, dynamic environment, ensuring deadlines are met and priorities are adjusted as needed.

Confidentiality : Experienced in handling sensitive information with discretion and professionalism.

Customer Service Orientation : Professional and helpful when interacting with clients, ensuring a positive experience.

Calendar Management & Meeting Coordination : Skilled in managing calendars, scheduling meetings, and ensuring that appointments and deadlines are met efficiently.

Reliability & Process Optimization : Dependable and focused on completing tasks accurately and on time, with a proven ability to streamline processes for enhanced efficiency and productivity.

Job KPIs :

80% to-do completion on every task

100% accurate report generation, completed on time

100% scheduling of internal and external meetings as assigned

90% timely communication management, both internally and externally

Job Requirements :

A home office set up that meets the following :

Computer : A working computer with a minimum of 8GB RAM and one of the following :

Windows 11 with an Intel i5 or i7 (8th generation or newer), or

AMD Ryzen 5 or 7 (2000 series or newer), or

macOS 12 or newer.

Internet : Stable internet connection with at least 5 Mbps download and upload speeds.

Audio Equipment : A quality headset with a noise-cancellation feature for meetings.

Mobile Device : A smartphone capable of installing the Microsoft Authenticator app.

Webcam : An HD webcam for video calls.

A very strong cultural fit the ITS way (Our core values will be discussed during the interview)

Excellent command of the English language both spoken and written

Able to work full time 40 hrs. a week : 8 : 00 AM to 5 : 00 PM EST (Monday to Friday)

Able to pass our online behavior and cognitive assessments.

Able to provide NBI Clearance (for PH applicants).

Compensation :

Pay rate starts at Php38,000 and vary by experience and location.

Benefits :

Comprehensive Health Plans / HMO (Employee & Dependent / s)

Life Insurance

Flexible Benefit Reimbursement (Dental / Vision / Mental Health / Wellness / Government Contributions)

Paid Time Off (starts at 15 days per year)

Maternity / Paternity Leave

Paid US Holiday

Night Shift Bonus

Salary Advancement / Loan

Health & Wellness Program

Company-paid training and certification