We have a number of opportunities for experienced Assistants and Administrators to deliver professional administrative and PA support virtually. This is an exciting opportunity to join an established team of BPO professional that service clients outside of the Philippines.

As a Virtual Assistant you’ll work from our head office in Clark. You’ll be expected to manage your work priorities within a set 40 hour week and adapt this to the needs of our clients , the Partners and Directors you support. You must be able to adapt to this remote working environment, being prepared to consider alternative ways of working and communicating in order to form effective and strong relationships.

This role requires a high level of self-management and personal responsibility and the ability to prioritise, organise and manage events and tasks. A customer service mind-set is critical. Strong technical skills, the ability to keep up to date with current and emerging technology including social media and other web based networking tools are key to this role. You’ll need to be able to demonstrate a suitability to work for the majority of the time on your own and to make swift sensible decisions in order to support the business at all times.

Responsibilities in this role will include:

  • Management of demanding and complex diaries, using own judgement to prioritise and deliver efficient scheduling of meetings to meet the demands of your Account Managers, Directors and their clients
  • Provides full time administrative support to client and team members such as database and report preparation, records minutes of the meeting, transcribing recordings and voicemails, organizing files for record keeping.
  • Responsible for email response handling and taking inbound/outbound calls if needed.
  • Anticipate and coordinate business travel and meeting arrangements
  • Take ownership of all enquiries and problems, resolving or escalating issues as appropriate
  • Consult with colleagues and specialists to make sure the shared service team contributes to knowledge sharing and constant development of skills and expertise
  • Undertake research using a variety of resources to enhance your own knowledge and understanding and therefore provide greater level of support to your clients
  • The ability to virtually manage projects and organise large events and conferences or similar activities
  • Build strong networks and relationships, internally and externally, demonstrating rapport and empathy with clients and building relationships quickly with your stakeholders and peers
  • Use of all the software systems - for maintaining client information/travel and expenses
  • Exercise confidentiality, discretion and personal sensitivity in all aspects of the role
  • Provides full time administrative support to client and team members such as database and report preparation, records minutes of the meeting, transcribing recordings and voicemails, organizing files for record keeping.
  • Responsible for email response handling and taking inbound/outbound calls if needed.
  • Manages calendar, arrange meetings by setting up appointments and prepare necessary documents and presentations.
  • Prepares travel arrangements and hotel preparation for business events, meetings and personal errands.
  • Participates in marketing activities such as online forums, message boards, and blog commenting.
  • Manages on setting up social media accounts such as Facebook, Twitter, Linkedin, etc.

Skills required for the role:

  • 2 years experience in virtual assistance with strong multi-tasking, prioritization, organizational and time and project management skills. (Desired)
  • Able to demonstrate strong organisational skills, regularly acting on own initiative
  • Proven experience of providing administrative support to clients at all levels of seniority
  • Proven client relationship management with the ability to achieve this virtually with both internal and external clients
  • Experience of managing and prioritising high volumes of work, providing full virtual support to more than one individual
  • Initiative: Our clients ask for an exciting variety of tasks. Candidates should be prepared to have their initiative challenged.
  • Independence: Candidates will be expected, with the support of their team, to work with their clients autonomously.
  • Candidates will be expected to be strong guardians of our high quality control standards and procedures.
  • Excellent time management skills
  • High attention to detail
  • Excellent listening style
  • A passion for working with people
  • Must be able to work independently and comfortable working collaboratively with the team.
  • Must have full knowledge on office management systems and procedures.
  • Must have high level of attention to detail and quality.
  • Must be proficient in English both written and verbal.
  • Knowledge in MS Office and MS Outlook is highly recommendable.