Executive Virtual Assistant | Remote

Things to know before applying:

• You must have your own work equipment
• You are able to work remotely
• You can work full-time for this role
• Experience working with clients/companies outside PH is an advantage
• You are amenable to working as a Full time independent contractor arrangement
• You can start ASAP
• Only candidates who meet the requirements will be contacted

Job Description:

We are seeking a highly capable, proactive, and adaptable Executive Virtual Assistant to provide comprehensive support to C-level executives in a fast-paced, tech-driven environment. This role goes well beyond traditional executive support — requiring someone who is a true jack-of-all-trades with a marketing and operations background, the grit to thrive in a wide and varied workload, and the confidence to become a trusted extension of the executive they support. The role spans partner enablement, content creation, product knowledge management, CRM operations, and active participation in cross-functional activities across US and Australian time zones.

Key Responsibilities

Executive Support & Administration

• Manage and maintain executive calendars, including scheduling meetings, calls, and travel arrangements
• Prepare meeting agendas, take minutes, and ensure timely follow-ups on action items
• Screen, prioritize, and respond to emails and correspondence, ensuring executives are briefed on critical matters
• Handle highly confidential information with absolute professionalism and discretion
• Coordinate and support participation in trade shows and industry events, including logistics and planning

Marketing & Content Creation

• Draft and schedule the executive's personal LinkedIn posts and other social media content
• Design and edit social media materials, promotional posters, and digital assets using tools such as Canva or Adobe
• Edit training and internal videos, including adding AI-generated voiceovers using AI tools
• Create invitation designs and support the organization of sales events, client conferences, and partner events
• Maintain and grow a portfolio of creative work
• Support the executive's personal email distribution lists (e.g., MailChimp), including drafting and sending EDMs from time to time

Partner Enablement & Product Knowledge

• Support partner-facing activities by ensuring partners have the resources, information, and tools they need to succeed
• Develop and maintain a thorough understanding of the company's products and systems, serving as a go-to resource for frequently asked questions
• Conduct product and system demonstrations for partners, prospects, or internal stakeholders when required
• Proactively identify and connect with the right internal teams to obtain accurate information when needed

Project Coordination & Workflow Management

• Support project tracking and coordination, ensuring deliverables and timelines are met
• Coordinate cross-functional initiatives, promoting seamless communication between departments and across US and Australian time zones
• Maintain executive dashboards and project progress reports for ongoing initiatives

Communication & Stakeholder Liaison

• Serve as a key point of contact for internal and external stakeholders when required
• Draft high-quality correspondence, presentations, service agreements, and statements of work
• Support relationship management with partners, clients, and vendors
• Participate in daily stand-ups and maintain regular communication with leadership, technical, and customer support teams

Process Optimization & CRM Management

• Use Pipedrive (or similar CRM tools) to track leads, contacts, and client follow-ups
• Maintain accurate records and improve operational efficiency through structured information management
• Identify opportunities to automate or streamline recurring administrative processes

Qualifications

• Bachelor's degree in Business Administration, Marketing, Communications, or a related field (or equivalent professional experience)
• Minimum 3+ years of experience as an Executive Assistant, Marketing Assistant, or similar role supporting C-level executives
• Background in marketing and/or operations is required; experience as a social media manager is highly preferred
• Experience working in a tech company or supporting technology leaders is highly preferred
• Proven track record of supporting Australian or international executives
• Comfortable working in a US time zone while collaborating with an Australian-based leadership team
• Demonstrated ability to manage multiple responsibilities simultaneously — adaptable and comfortable wearing many hats
• Strong ability to quickly learn and retain product and system knowledge, and to confidently present or demonstrate solutions
• Excellent written and verbal English communication skills
• Strong organizational, multitasking, and problem-solving abilities with a proactive, self-starter mindset
• High level of integrity, professionalism, and confidentiality
• Must have a portfolio of past work (social media content, design materials, video edits, or similar creative output)

Tech Stack Requirements

Project & Task Management

• Monday.com (required)
• Lucidchart (preferred)

CRM & Email Marketing

• Pipedrive (preferred)
• MailChimp

Communication & Collaboration

• Zoom
• Microsoft Teams
• Google Meet
• LinkedIn (content creation & scheduling)

Content Creation & Media

• Canva or Adobe Suite (for poster and social media design)
• Video editing tools
• AI voiceover/content tools (e.g., Hume.ai or similar)

Productivity & Office Tools

• Microsoft Office (Word, Excel, PowerPoint) (Preferred)
• Google Workspace (Gmail, Drive, Docs, Calendar, Sheets)

Hiring Process:

• Phone screening
• Behavioral Interview
• Client interview

About Adaca:

Adaca is at the forefront of bridging software development solutions by connecting Australian mid-tier companies with top-tier talents in the Philippines. Our unique approach is rooted in creating an employee-centric experience that fosters a simple, low-pressure environment for our developers. This philosophy not only enhances productivity but also delivers unparalleled value to our clients, fostering a cycle of growth and talent attraction.