Key Responsibilities:

1. Bookkeeping & Accounting Support

• Manage day-to-day bookkeeping tasks, including accounts payable and receivable.

• Record, process, and reconcile financial transactions with accuracy.

• Prepare and maintain expense reports and financial documentation.

• Assist in month-end closing, financial report preparation, and year-end tax preparation.

• Support payroll processing and manage relevant financial records.

• Provide general support in understanding and handling US tax-related documents and filings.

2. Data Entry & File Management

• Accurately input financial and transactional data, maintaining meticulous records.

• Organize electronic and physical files, ensuring data integrity and easy retrieval.

• Regularly update records and maintain an organized filing system for financial and tax documents.

• Archive documents as needed while maintaining confidentiality and compliance with data privacy regulations.

3. Email & Communication Management

• Manage email correspondence, including sorting, responding to, and escalating messages as necessary.

• Draft and send professional communications on behalf of the team, maintaining consistent follow-up as required.

• Coordinate communications with clients, vendors, and team members, ensuring prompt responses and efficient information flow.

• Schedule and organize follow-up communications, tracking key deadlines and priorities.

4. Administrative Support & Document Preparation

• Prepare, review, and format various documents, including reports, presentations, and financial summaries.

• Support expense tracking, including categorization, documentation, and summarization.

• Handle various administrative duties, such as scheduling, calendar management, and follow-up on assigned tasks.

• Prepare and organize documents for tax season and assist in ensuring compliance with US tax requirements.

Qualifications:

• Experience: Minimum of 2 years of experience in bookkeeping, accounting, or data entry. Prior virtual assistant experience is a plus.

• Technical Skills: Proficiency with accounting software (e.g., QuickBooks, Xero), Microsoft Office Suite, Google Workspace, and familiarity with online filing systems.

• US Taxation Knowledge: Basic understanding of US tax processes and requirements, with the ability to assist in managing tax documentation.

• Detail-Oriented: Exceptional accuracy in data entry, record-keeping, and document preparation.

• Independent & Problem-Solving Mindset: Proactive approach to solving issues independently before escalating for assistance.

• Organizational Skills: Strong organizational abilities to manage multiple tasks, prioritize, and meet deadlines.

• Communication Skills: Excellent written and verbal communication for professional correspondence and document handling.

Preferred Qualifications:

• Education: Background in Accounting, Finance, or related field.

• Certification: Bookkeeping or Accounting certification, or coursework related to US tax law, is an asset.

• Experience in Remote Assistance: Previous experience working remotely in an administrative or support capacity.

Personal Attributes:

• Highly detail-oriented, precise, and diligent in handling financial data.

• Self-directed and independent, with strong problem-solving abilities.

• Reliable, organized, and able to maintain strict confidentiality.

Key Responsibilities

1. Administrative Support

• Manage appointment scheduling, including coordinating meetings and maintaining calendars.

• Organize and maintain files, records, and important documentation.

• Handle email correspondence, ensuring timely responses and follow-ups.

• Draft, proofread, and prepare documents, presentations, and reports.

• Maintain and manage databases, ensuring accuracy and security of information.

2. Project Management

   • Oversee projects from initiation to completion, tracking progress and ensuring deadlines are met.

   • Coordinate with teams to ensure deliverables are on track.

   • Use tools such as Monday.com, Notion, and GoHighLevel to manage tasks and workflows effectively.

3. Research and Process Development

   • Conduct market research to gather data and insights.

   • Develop and refine processes to optimize workflows and increase efficiency.

   • Maintain a database of information relevant to business operations.

4. Travel and Expense Management

• Arrange travel accommodations, itineraries, and schedules.

• Process expense reports and manage reimbursements.

5. Client and Vendor Relations

• Act as the point of contact for customers and vendors, building and maintaining strong relationships.

• Handle vendor management, including negotiations and coordination.

• Support Customer Relationship Management (CRM) activities, ensuring customer satisfaction.

6. Financial Administration

• Assist with invoicing, payments, and financial record-keeping.

• Monitor budgets related to travel, events, and office expenses.

7. Communication and Follow-Up

   
   • Ensure consistent follow-up with stakeholders to drive tasks and decisions forward.

   • Communicate updates and information effectively to all relevant parties.

Skills and Qualifications

• Proven experience as an Executive Assistant or similar role.

• Strong proficiency in tools like Microsoft Office Suite, Monday.com, Notion, and GoHighLevel.

• Exceptional organizational and multitasking skills.

• Excellent verbal and written communication skills.

• Ability to handle confidential information with discretion.

• Strong research and analytical abilities.

• Familiarity with expense reporting, CRM systems, and database maintenance.

• Detail-oriented with a focus on accuracy and quality.

Key Responsibilities:

• Travel Management: Arrange flights, accommodations, transportation, and other travel-related services while adhering to budgets and preferences.

• Itinerary Creation: Develop and customize detailed travel itineraries, ensuring all aspects of the trip are well-coordinated.

• Documentation: Prepare and organize necessary travel documents, including visas, permits, and insurance.

• CRM Management: Maintain and update client and travel data within the CRM system for seamless coordination and record-keeping.

• Email Management: Handle travel-related email correspondence, confirmations, and follow-ups efficiently.

• Vendor Coordination: Liaise with travel agencies, airlines, hotels, and transportation providers to secure the best deals and ensure smooth arrangements.

• Customer Support: Assist travelers with any inquiries, changes, or issues before, during, and after their trips.

Preferred Skills & Experience:

• Track stock levels and order supplies as needed.

• Coordinate with suppliers and vendors for product procurement.

• Ensure food safety and quality standards are met.

• Research and negotiate with vendors to get the best deals.

Customer Service & Communication:

• Experience with travel booking platforms such as Travefy and TESS (preferred but not required).

• Strong organizational and problem-solving skills with attention to detail.

• Excellent communication skills for effective coordination and customer service.

• Ability to multitask and work under tight deadlines.

• Bonus: Experience with social media management and content creation for promoting travel experiences.

Key Responsibilities:

1. Leadership & Team Management

   • Lead and mentor a team comprising 3 Team Leaders, 1 Trainer, and 3 Recruiters.

   • Foster a high-performance culture by setting clear goals, monitoring performance, and providing feedback.

   • Ensure accountability within the HR team while promoting a collaborative and results-driven environment.

2. End-to-End Recruitment

•Oversee the entire recruitment process, including sourcing, interviewing, and onboarding.

• Develop strategies to attract and retain top talent.

• Ensure alignment between business needs and workforce planning.

3. Onboarding & Offboarding

   • Design and implement efficient onboarding processes for new Virtual Assistants (VAs) to ensure smooth integration.

   • Manage seamless offboarding procedures, including exit interviews and knowledge transfer.

4. Client & VA Matching

• Collaborate with clients and internal teams to ensure the best-fit Virtual Assistant placements.

• Continuously assess and improve the VA-client matching process.

5. Training & Development

   
   • Review, enhance, and implement training programs to upskill employees and improve productivity.
   • Work closely with the Trainer to ensure training materials remain relevant and effective.

6. Compliance & Employee Relations

   • Facilitate administrative hearings and ensure adherence to Philippine labor laws and regulations.

   • Develop and enforce company policies that align with legal requirements and organizational goals.

   • Address employee concerns proactively, fostering a positive work environment.

7. Process Improvement & Efficiency

   • Analyze and refine HR workflows for improved efficiency and scalability.

   • Implement best practices to enhance employee experience and operational effectiveness.

8. Meeting Facilitation & Communication

   • Plan and lead regular team meetings to maintain alignment and address challenges.

   • Ensure open and transparent communication between HR, leadership, and employees.

9. Performance & Accountability Management

   • Monitor KPIs and ensure all HR team members meet their objectives.

   • Implement performance evaluation processes and continuous improvement initiatives.

Qualifications:

• Leadership Skills: Proven ability to lead and manage a diverse HR team while fostering a high-performance culture.

• Recruitment Expertise: Extensive experience managing the full recruitment cycle, from talent sourcing to onboarding.

• Process-Oriented Mindset: Strong ability to analyze, create, and optimize HR workflows for maximum efficiency.

•Sense of Urgency: Ability to address priorities and challenges proactively and effectively.

• Labor Law Knowledge: In-depth understanding of Philippine labor laws and their application in HR processes.

• Training & Development: Experience designing, enhancing, and delivering employee training programs.

• Facilitation & Communication Skills: Ability to lead engaging and productive meetings and maintain open lines of communication.

• Accountability & Performance Management: Track record of implementing KPI-driven performance strategies.

• Interpersonal Skills: Strong communication, negotiation, and relationship-building abilities.

• Problem-Solving Abilities: Confidence and resourcefulness in addressing HR challenges and implementing effective solutions.

Key Responsibilities:Project Management (Asana)

• Keep projects on track using Asana

• Assign tasks, set deadlines, and monitor progress

• Ensure smooth communication among team members

Meeting Preparation & Administrative Tasks

•Prepare meeting agendas and send them in advance

• Take notes and distribute meeting summaries

• Assist with general administrative support

CRM & Data Management

• Manage and update HubSpot CRM

• Maintain accurate customer records

• Ensure database integrity and organization

Email & Calendar Management

• Organize and manage emails

• Schedule and coordinate meetings and appointments

• Ensure executives and team members stay on track with their schedules

Social Media Administration & Analytics

• Oversee social media accounts (no content creation)

• Track analytics and generate reports

• Respond to inquiries and moderate engagement

Data Management & Entry

• Update and manage important company data

• Conduct data entry tasks with accuracy

Required Skills & Qualifications:

• Proficiency in Asana (for project management)HubSpot CRM experience is required

• Strong email and calendar management skills

• Experience in social media analytics and reporting

• Excellent data management and entry skills

• Strong organizational and communication abilities

Administrative & Executive Support:

• Manage executive calendars and schedule appointments efficiently.

• Handle email correspondence and inbox management, ensuring timely responses.

• Organize files and records for efficient access and retrieval.

• Perform data scraping and lead generation to support business needs.

• Conduct research and database maintenance for projects and decision-making.

• Create and optimize business processes and workflows.

Personal & Travel Support:

• Plan and book travel arrangements, including accommodations and itineraries.

• Run personal errands and assist with online shopping.

• Manage property listings and coordinate property-related tasks.

Project & Vendor Management:

• Oversee project management tasks using Evernote and Ninety.io.

• Coordinate with vendors and external partners for various business needs.

• Ensure smooth execution of follow-up communications and task completion.

Required Skills & Qualifications:

• Proven experience as an Executive Assistant, Virtual Assistant, or Administrative Support role.

• Proficiency in Salesforce, Fireflies.ai, Evernote, Ninety.io, Google Workspace, and Microsoft Office.

• Strong organizational, multitasking, and problem-solving skills.

• Ability to handle confidential information with discretion and professionalism.

• Excellent written and verbal communication skills.

• Tech-savvy and quick to learn new tools and software.

Key Responsibilities:

• Track and monitor customer orders, ensuring timely and accurate deliveries.

• Proactively communicate with customers regarding order delays and other updates.

• Handle inbound customer emails, addressing inquiries, concerns, and requests in a timely manner.

• Manage and process product returns efficiently while maintaining accurate records.

• Oversee affiliate payouts, ensuring accuracy and timely processing.

• Maintain and update customer data within Zoho CRM.

• Work closely with the sales and accounting teams to ensure smooth order processing and customer service operations.

• Provide general administrative support as needed.

Qualifications:

• Previous experience in customer service, preferably in an eCommerce environment.

• Familiarity with Shopify and Zoho CRM is highly preferred.

• Strong organizational skills and attention to detail.

• Excellent written and verbal communication skills.

• Ability to work independently and manage time effectively.

• A proactive approach to problem-solving and customer support.

• Ability to collaborate with cross-functional teams, including sales and accounting.