Job Description:
Virtual Dream Team is looking for a highly organized and proactive Virtual Executive & Operations Coordinator to support busy leaders and keep day-to-day operations running smoothly. You’ll manage complex calendars, coordinate meetings and projects, maintain clear follow-through, and help ensure important details never fall through the cracks.

Key Responsibilities:
• Manage executive calendars in Microsoft Outlook, including recurring meetings and annual planning schedules.
• Coordinate internal and external meetings across multiple time zones, resolving conflicts and confirming attendee availability.
• Prepare meeting invitations, agendas, supporting materials, recaps, and action trackers within agreed timelines.
• Attend meetings to capture key discussions, decisions, and action items, using AI productivity tools where appropriate.
• Coordinate internal and customer programs, including appreciation gifts, celebrations, swag inventory, vendors, budgets, shipments, and delivery tracking.
• Maintain organized repositories for meeting notes, company documents, templates, trackers, and operational records.
• Support travel arrangements, company events, virtual meetings, data entry, light reporting, and administrative requests from leadership.
• Follow up on deadlines, commitments, and action items to keep leaders and teams organized and accountable.

We sometimes ask for flexible support on related tasks, but nothing outside your skill set and always with clear communication.

Required Tools:
• Microsoft Outlook
• Microsoft 365
• Microsoft Teams
• Zoom
• PowerPoint
• Excel
• SharePoint or similar document management systems
• AI productivity and meeting transcription tools, such as Microsoft Copilot

What We're Looking For:
• 3+ years of experience as a Virtual Assistant, Executive Assistant, Administrative Coordinator, Operations Coordinator, or similar role.
• Strong experience managing calendars and meetings for multiple leaders, particularly across remote teams and different time zones.
• Excellent written communication, professional meeting-note taking, executive summarization, and meeting facilitation skills.
• Exceptional attention to detail, organization, prioritization, and follow-through in a fast-moving environment.
• Professional judgment and discretion when handling confidential information, with the ability to work independently and take ownership.
• A proactive, service-oriented approach with the confidence to work with senior leaders, anticipate needs, and adapt to changing priorities.

Working Hours:
• This is a full-time, 40-hour-per-week role, working approximately 8:00 AM–5:00 PM Pacific/Mountain Time, based on the required schedule.

Benefits:
• Paid 30 business days of training + completion bonus
• Work-from-home opportunity
• Yearly anniversary bonus
• 9th month and performance bonuses
• Emergency Support Program
• Birthday vacation bonus
• Access to continuous training resources
• Supportive and high-performing VA community
• Weekly payments
• PhilHealth reimbursement or HMO option

Why Join us?

Join Phyllis Song Virtual Dream Team and be part of a team that empowers professionals to create meaningful impact while supporting businesses around the world. We provide opportunities to grow your skills, take ownership of your role, and build a fulfilling career in a collaborative and supportive environment.