Are you the kind of person who turns chaos into clarity and makes sure every meeting actually leads to action?

About Us:

Phyllis Song Consulting is a fast-growing Virtual Assistant Agency dedicated to helping talented Virtual Assistants build long-term, meaningful careers while supporting dynamic leadership teams.

We value structure, accountability, and growth—both professionally and personally. When you join us, you become part of a supportive community that prioritizes excellence, continuous learning, and work-life sustainability in a remote setting.

Job Description:

We are looking for a highly organized and proactive Executive Assistant to serve as the operational backbone of our leadership team.

In this role, you will transform day-to-day chaos—such as inboxes, calendars, meetings, and projects—into streamlined systems. You won’t just manage tasks; you’ll bridge the gap between meetings and execution by tracking action items, documenting SOPs, and ensuring accountability across the team.

Key Responsibilities:

• Manage and organize email inboxes, drafting responses and flagging high-priority items

• Coordinate calendars, schedule meetings, and protect time for deep work

• Attend meetings, take detailed notes, and distribute clear action items

• Track tasks and follow up with team members to ensure execution

• Create, document, and maintain Standard Operating Procedures (SOPs)

• Compile weekly reports and update scorecards in Google Sheets

• Maintain organized digital workspaces in Google Drive and Slack

• Utilize AI tools to summarize documents, draft content, and support research

Qualifications:

• Proven experience as an Executive Assistant or Operations-focused VA

• Strong written and verbal communication skills

• Exceptional organizational and time-management abilities

• Ability to work independently and make proactive decisions

• Experience holding teams accountable to deadlines and outcomes

• Comfortable working in a fast-paced, remote environment

Tools You Will Use:

• ClickUp

• HubSpot

• Google Workspace (Docs, Sheets, Drive, Calendar)

• Slack

• Google Meet

• AI tools (e.g., Gemini)

Working Hours:

• Full-Time

• 8:00 AM to 5:00 PM CST

• US Time Zone (Graveyard Shift)

Preferred Traits:

• Highly organized and detail-oriented

• Decisive and confident in following up

• Thoughtful and anticipatory

• Strong problem-solving mindset

• Clear, empathetic communicator

• Takes full ownership of responsibilities

Non-Negotiables:

• Screenshot and productivity tracker required

• Credit score required

• Must be able to work during US Time Zone (Graveyard Shift) hours

Benefits:

• Paid 30 business days of training (focused on both mindset and skillset)

• Work-from-home opportunity

• 9th month, anniversary, and performance bonuses

• Access to training resources

• Collaborate with an excellent community of VAs

• Weekly payment

• Claim reimbursements every quarter for Philhealth contributions after 6 months of tenure, and after 1 year opt between Philhealth or HMO

Why Join us?

Join Phyllis Song Virtual Dream Team and become an integral part of a supportive, growth-oriented environment where your expertise as an Executive Assistant or Marketing VA will be highly valued. With flexible hours, paid training, and the chance to collaborate with an amazing team, you'll thrive while making a meaningful impact on our clients’ success.