Virtual Personal Assistant (Office-Based | Clark, Pampanga)

Location: Clark, Pampanga

Work Schedule: Day Shift (Australian Client)

Setup: Office-Based (Full Time)

About the Role

We are seeking a highly organised and proactive Virtual Personal Assistant to support an Australian business owner across multiple business units.
The role's core purpose is to manage the executive's inbox, ensure follow-ups happen on time, and streamline business operations through organisation, reporting, and process documentation.

Long-term, this role offers growth potential,  including the opportunity to train and manage offshore staff as workflows expand.

Key Responsibilities

Inbox & Communication Management

• Maintain an organised and prioritised inbox for the client

• Draft and send professional email replies as needed

• Track follow-ups to ensure no communication is missed

• Provide end-of-day inbox summaries and outstanding action lists

Documentation & SOP Management

• Create and maintain Standard Operating Procedures (SOPs) and training materials

• Convert notes or voice memos into clear, structured workflows

• Organise shared folders and maintain naming conventions

Reporting & Analysis

• Prepare monthly sales and staff performance reports

• Summarise key insights and findings for management meetings

• Build Excel spreadsheets, pivot tables, and dashboards

• Support projected sales reporting and performance tracking

Operations & Administrative Support

• Maintain an asset register and assist with onboarding/offboarding staff

• Coordinate access to email, shared drives, and business software

• Review supplier and contractor invoices and prepare summaries for Accounts

Marketing & Listing Support

• Create templates and manage listings on Facebook Marketplace and eCommerce platforms

• Assist with social media post scheduling and group management

• Ensure consistent tone, style, and brand alignment across communications

Qualifications & Skills

• Excellent written and verbal English communication skills

• Highly organised with exceptional attention to detail

• Strong time management and ability to prioritise effectively

• Proactive and comfortable working with minimal supervision

• Interest in leadership and process improvement

• Bonus: Familiarity with the automotive industry (not required but an advantage)

Software Proficiency (Required or Trainable)

• Microsoft Outlook: Inbox and calendar management

• Microsoft Excel: Pivot tables, lookups, data clean-up

• Microsoft Word: Formatting reports and SOPs

• Smartsheet: Workflow and dashboard management

• Microsoft Teams / Zoom: Video calls and collaboration

• SharePoint / OneDrive: File organisation and access control

• Facebook Marketplace / Groups: Post management and listing coordination

• Phocas (nice to have): Dashboard interpretation and report extraction