Administrative Virtual Assitant

Remote | Australian Projects

ROLE OVERVIEW: We are seeking an organized, proactive, and detail-oriented Philippines-based Administrative Virtual Assistant to support our day-to-day operations.

In this role, you will act as the operational backbone of the firm, managing communications, coordinating calendars, scheduling meetings, and ensuring seamless workflow coordination between our design team and clients.

RESPONSIBILITIES:

– Email Management: Monitor, organize, and draft correspondence for the main inbox, ensuring timely responses to client inquiries and project stakeholders.

– Calendar & Schedule Coordination: Manage directors’ and project teams’ calendars, scheduling client consultations, site visits, and internal design reviews.

– Meeting Coordination: Set up virtual meetings (Zoom/Teams), send invitations, prepare agendas, and take detailed minutes and action items.

– Project Tracking Support: Update project management boards (e.g., Asana, Trello, ClickUp) with deadlines and follow up with team members on outstanding tasks.

– Document Management: Organize project files, client briefs, and administrative documentation in cloud storage (Google Drive/Dropbox).

REQUIREMENTS

– 2–4 years of experience as a Virtual Assistant, Executive Assistant, or Administrative Assistant (experience working with architectural, engineering, or construction firms is a major plus).

– Exceptional English communication skills (both written and verbal) with professional email etiquette.

– Strong organizational skills and the ability to multitask in a fast-paced environment.

Proficient in administrative tools:

– Microsoft Office 365 / Google Workspace (Gmail, Docs, Sheets, Calendar)

– Communication tools (Zoom, Microsoft Teams, Slack)

– Project management software (Asana, ClickUp, Trello, or similar)

– Highly reliable with excellent time management and a proactive approach to problem-solving.

WORK ARRANGEMENT

– Philippines-based remote position.

– Part-time initially with potential for long-term/full-time engagement.

– Must be available to work during Australian business hours (AEST/AEDT).

COMPENSATION

Expected Salary: PHP 40,000–50,000/month negotiable upon skills.

APPLICATION REQUIREMENTS

Please submit:

– CV (PDF)

– Portfolio

– Short cover letter outlining your experience managing emails and schedules for remote teams

– Expected salary/rate

Subject Line:

Administrative Virtual Assistant – Expected Salary: PHP 40,000–50,000

Send us an email!