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Executive Virtual Assistant – Project Management
Location
Philippines
Posted
117 days ago
Salary
₱45K - ₱55K / year
Seniority
Senior
Job Description
Executive Virtual Assistant – Project Management
Scale Virtually VA
• Triage and prioritize emails related to active and upcoming CEO-led projects. • Draft templated and semi-custom responses aligned with the CEO’s communication style. • Flag decision points, project risks, and follow-up requirements embedded in emails. • Maintain communication logs for project-related threads across stakeholders. • Manage the CEO’s schedule with precision to align meetings with project milestones. • Book project-related planning sessions, check-ins, and decision checkpoints. • Anticipate conflicts, shifting priorities, and required time blocks for deep work. • Ensure timely preparation for project reviews, updates, and brainstorming sessions. • Convert CEO ideas into structured project briefs outlining scope, timelines, and dependencies. • Prepare pre-meeting dossiers with project context, decisions needed, and risk points. • Track progress of CEO-led initiatives, ensuring alignment to timelines and deliverables. • Provide updates summarizing project status, next actions, blockers, and owner accountability. • Document all project-related interactions in a structured, traceable format. • Extract KPIs and progress indicators from tools, reports, and communications. • Build dashboards reflecting project timelines, completion percentages, and risks. • Maintain trackers and reporting cadences that give the CEO visibility without operational burden. • Build workflow systems, templates, and project boards in Monday.com and supporting tools. • Improve documentation structures for idea intake, project scoping, and execution tracking. • Identify gaps affecting project completion, proposing and implementing improvements. • Create standardized forms, PM templates, and automation workflows for consistency.
Job Requirements
- Minimum 3 Years of Executive-Level Support: Must have at least 3 years of experience supporting C-level or senior executives virtually, with proven ownership of communication, scheduling, and project coordination.
- Project Management Experience: At least 1 year of hands-on project management using Agile, Waterfall, or hybrid methods, including planning, tracking, and closing out projects.
- Demonstrated Autonomy & Decision-Making: Proven ability to manage ambiguity, filter ideas, and guide a visionary executive toward prioritization and project closure.
- Project documentation: Experience preparing briefs, scopes, timelines, and project summaries.
- Scheduling & coordination: Experience aligning calendars to project milestones and deadlines.
- KPI reporting: Ability to extract data and create basic dashboards using Excel or similar tools.
- Workflow building: Experience creating PM trackers, SOPs, templates, or project boards in Monday.com or comparable platforms.
Benefits
- PTO
- HMO
- Fully Remote Work
- 45,000 - 55,000
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