Hiring Virtual Assistant Philippines

IMPORTANT – PLEASE READ BEFORE APPLYING

Please read this entire position overview carefully before submitting an application. It explains the responsibilities, qualifications, work schedule, compensation, and expectations for this position.

 

Hiring Virtual Assistant Philippines

Skill Builder Seminars LLC is seeking an experienced, full-time VA – Virtual Assistant in the Philippines to support the CEO and help manage the company’s administrative systems, projects, communications, and recruiting activities.

This position requires strong organizational skills, excellent written English, attention to detail, and the ability to work independently. You must be comfortable using business software, monitoring multiple activities, identifying outstanding items, and following through to ensure things get completed.

This is not a sales position or a general data-entry VA position. We are looking for someone who can take ownership of administrative responsibilities and help the CEO operate more efficiently.

This is a long-term opportunity for someone who wants to become an important member of a growing U.S.-based company and help build a well-organized, scalable remote operation.

Please do NOT apply if: 

• Your experience is limited to basic data entry, simple administrative tasks, or if
• You do not have experience using PandaDoc or DocuSign
• You don’t have at LEAST 2 years of experience working as a VA

 

Why This Is a Great Opportunity

• Full-time long term position with great pay and generous BONUSES
• Long-term position with an established and growing U.S.-based company.
• Work remotely from anywhere in the Philippines. Flexible hours. 
• All major Philippine holidays off.
• Work directly with the company CEO.
• Take on meaningful responsibilities and develop professionally as the company grows.
• Use professional business software platforms, paid for by the company.
• Receive direction, guidance, and support from company leadership.
• Help build documented systems and processes that support a growing remote team.
• Opportunity for increased responsibility as the company expands.
• Positive work environment and an opportunity to become part of a great team we’re building in the Philippines.

 

About This Role

Your primary responsibility is to help the CEO manage the administrative details, systems, projects, and follow-through required to operate a growing company.

You will work across several areas of the business, using established software platforms and procedures.

Contract Preparation — PandaDoc
You will prepare client contracts using our approved PandaDoc templates. Your responsibilities include:

• Prepare contracts using the appropriate company templates.
• Enter client names, contact information, training dates, pricing, and other agreed details.
• Check contracts carefully for accuracy and completeness.
• Identify missing information or discrepancies before documents are sent.
• Route completed contracts to the CEO for review and signature.
• Send approved contracts and monitor their signature status.
• Follow up on unsigned agreements when appropriate.
• Maintain organized records of completed contracts.

You will work from approved templates and instructions. You will not negotiate contracts, change legal terms, or make pricing decisions.

CRM Monitoring — Pipedrive
We use Pipedrive as our central CRM system for managing sales leads and business activity. Your responsibility is to monitor the system and help ensure that records and administrative follow-through remain accurate and current. This includes:

• Monitor CRM records and pipeline activity.
• Identify incomplete records or missing information.
• Check for opportunities without a scheduled next activity.
• Identify overdue activities and outstanding follow-ups.
• Monitor records that appear stalled or have not been updated.
• Flag items that require attention from the CEO or sales team.
• Help maintain accurate and organized CRM information.
• Prepare reports identifying outstanding items and issues.

You will not be responsible for selling, prospecting, negotiating with clients, or managing sales relationships. The sales team handles those responsibilities. Your role is to monitor the CRM and help ensure that administrative details do not fall through the cracks.

Project Monitoring — Asana
We use Asana to organize and monitor company projects and initiatives. You will help the CEO maintain visibility into what is happening across the company. Responsibilities include:

• Monitor company projects and assigned tasks.
• Check deadlines, task status, and project progress.
• Identify overdue tasks and projects that are falling behind.
• Follow up with team members when updates or information are missing.
• Identify stalled assignments and outstanding commitments.
• Keep project information organized and current.
• Prepare concise project status reports for the CEO.
• Bring important problems or delays to the CEO’s attention.

Your responsibility is to help ensure that projects keep moving forward and that commitments are completed.

CEO Administrative Support
You will work directly with the CEO to take administrative responsibilities and projects off his plate. This may include:

• Researching companies, vendors, services, and business opportunities.
• Preparing reports, spreadsheets, documents, and presentations.
• Organizing company information and digital records.
• Coordinating administrative matters with team members.
• Tracking outstanding commitments and deadlines.
• Following up on delegated assignments.
• Managing special administrative projects.
• Identifying problems and recommending improvements to existing procedures.

This part of the position will evolve as you become familiar with the company and demonstrate your capabilities. We want someone who can gradually take ownership of more administrative responsibilities rather than simply waiting for individual instructions.

Some Email Correspondence and Follow-Up
You will assist with selected email correspondence and administrative communications. Responsibilities include:

• Draft professional business emails for the CEO, and hone them up using AI. 
• Handle routine correspondence when authorized.
• Monitor designated email communications.
• Follow up on unanswered emails and outstanding requests.
• Organize correspondence and identify messages requiring the CEO’s attention.
• Ensure important communications receive appropriate follow-through.

You will initially work from instructions and approved messaging. As you demonstrate good judgment and reliability, you may be given authority to handle more routine correspondence independently.

Hiring Administration
As Skill Builder Seminars expands its team, you will help manage the administrative side of recruiting. Responsibilities include:

• Monitor applications received through Indeed and other recruiting platforms.
• Review resumes against specific job requirements.
• Identify qualified and unqualified applicants.
• Organize candidate information and maintain applicant records.
• Review responses to screening questions.
• Send screening and follow-up emails.
• Coordinate paid practical assessments.
• Organize candidate submissions and assessment results.
• Schedule interviews and send reminders.
• Maintain accurate records of candidate progress.
• Assist with administrative onboarding activities.

You will help manage the recruiting process, but the CEO will make final hiring decisions.

You must be comfortable reviewing resumes, evaluating applicants against clearly defined requirements, and identifying candidates who do not meet the standards for a particular position.

 

Outcomes

Your work will be evaluated on the following results:

• Client contracts are prepared accurately and efficiently using PandaDoc.
• Completed contracts are routed for approval and signatures are monitored.
• Pipedrive records are accurate, organized, and monitored.
• Missing CRM information, overdue activities, and outstanding follow-ups are identified.
• Asana projects and tasks are monitored consistently.
• Overdue assignments, stalled projects, and missing updates are brought to the CEO’s attention.
• Delegated administrative assignments are completed on time.
• Important emails receive appropriate responses and follow-up.
• Recruiting applications are organized and reviewed consistently.
• Qualified candidates are identified and advanced through the recruiting process.
• Company records, documents, and procedures are maintained in an organized manner.
• The CEO spends less time managing administrative details and following up on outstanding work.
• Administrative processes are documented, improved, and made more repeatable as the company grows.

The ultimate goal is to become a trusted administrative partner who helps the CEO maintain control and visibility across the company without having to personally manage every detail.

 

Skills Required

These are important skills for this position, not optional preferences.

Microsoft Office & Business Software Skills
You must have strong working knowledge of Microsoft Office, including Word, Excel, and PowerPoint as well as the Google Workspace. 

Administrative and Executive Support

• Experience providing administrative or executive support to a business owner, CEO, or senior executive.
• Ability to manage multiple assignments, deadlines, and responsibilities.
• Strong organizational skills and exceptional attention to detail.
• Ability to anticipate what needs to be done and follow through without constant reminders.
• Professional written communication and email management.
• Ability to handle confidential company information responsibly.
  

Project Management and Monitoring

Experience using at least one project management platform, such as Asana, Trello, Monday.com or a comparable system, is preferred. You must be organized, comfortable managing tasks and deadlines, and capable of learning Asana, which is our primary project management platform.

Contract and Document Preparation

• Experience preparing business documents using templates.
• Strong attention to detail when entering names, dates, pricing, and other important information.
• Ability to identify discrepancies and request clarification rather than guessing.
• Experience with PandaDoc or DocuSign is required

 

Hiring / Recruiting Administration

Previous experience in recruiting, HR administration, candidate screening or general business administration is preferred. You should be comfortable reviewing applications, organizing candidate information, communicating with applicants, following established screening criteria and coordinating interviews. We will provide our hiring procedures and screening guidelines.

Communication and Execution

• Excellent written English.
• Professional email communication.
• Ability to work independently and communicate progress.
• Strong follow-through and reliability.
• Ability to document procedures and improve administrative processes.
• Resourcefulness and good problem-solving skills.
• You should be comfortable working with Microsoft Office, Google Workspace, business applications and AI tools.

 

Requirements Overview

• At least two years of relevant experience in administrative support, executive assistance, or business operations.
• Previous experience supporting a U.S.-based or international business.
• Previous experience with PandaDocs or Docusign – creating contracts / agreements
• Experience using a CRM platform is ideal but not required
• Experience with project management software highly preferred
• Excellent written and spoken English.
• Experience preparing business documents and maintaining digital records.
• Ability to manage multiple responsibilities independently.
• Reliable internet connection and suitable work-from-home setup, including backup connectivity.
• Willingness to work full-time remotely and build a long-term career with our company.

Experience with Pipedrive, Asana, and PandaDoc is a significant advantage, but experience on similar platforms is good. 

Please do NOT apply if: 

• Your experience is limited to basic data entry, simple administrative tasks, or if
• You do not have experience using PandaDoc or DocuSign
• You don’t have at LEAST 2 years of experience working as a VA

We need someone who can

• generate contracts using PandaDocs
• oversee projects using Asana
• communicate professionally
• and do the first steps of our hiring process to help weed out unqualified candidates – so the CEO can interview only the best candidates and add the most qualified people to our team in the Philippines. 

 

Work Schedule & Time Zone Requirements

This is a full-time, 40-hour-per-week position requiring availability during U.S. business hours (Central Time).

Candidates must be willing to work an overnight schedule in the Philippines to maintain substantial working-hour overlap with our U.S.-based management and team. This is essential for real-time communication, coordinating projects, managing administrative responsibilities, and responding promptly to requests. Applicants must be comfortable maintaining a consistent overnight work schedule.

 

Compensation 

• Starting base salary: $700 USD per month.
  
• Plus generous BONUSES for high performance
• Full-time, long-term employment opportunity.
• Work from home anywhere in the Philippines.
• Salary paid twice monthly.
• All major Philippine holidays off.
• Company-paid access to the software platforms required for the position.
• Direct working relationship with company leadership.
• Opportunity for increased responsibility as the company grows.

 

Notes

This is a full-time employee position, not a short-term freelance assignment. We are looking for someone who wants to become a long-term member of our team.

As the company expands, we will be adding more salespeople, marketing specialists, and operational personnel. Our objective is to build a professionally managed remote organization with clearly defined responsibilities, systems, and processes.

You will help maintain the administrative structure that supports this growing team. All company accounts, documents, contracts, CRM records, project information, recruiting records, templates, and procedures must remain under company control.

You will document your work so that administrative processes can be repeated, improved, and supported by additional team members as the company grows.

 

Paid Practical Project

The best final candidates will be invited to complete a paid practical assessment lasting approximately 90 minutes. You will be compensated for your time. The assessment will be designed to demonstrate your ability to perform the actual responsibilities of this position.

It may include:

• Preparing a sample client contract using an approved template and identifying discrepancies.
• Reviewing fictional Pipedrive records and identifying missing information, overdue activities, and required follow-ups.
• Reviewing a sample Asana project and preparing a concise report identifying overdue tasks, stalled work, and issues requiring attention.
• Prioritizing several administrative assignments delegated by the CEO.
• Drafting professional business emails.
• Reviewing a small group of resumes against specific hiring requirements.

The assessment will be focused on practical ability, accuracy, judgment, written communication, and attention to detail. We are interested in what you can actually do, not simply what you say you can do.

 

Notes

• You will receive direction and guidance from company leadership, particularly during the initial training period.
• You are not expected to make business decisions, negotiate contracts, sell services, prepare sales proposals, or book trainers and speakers. Those responsibilities belong to other members of the company.
• Your responsibility is to support the CEO, monitor administrative systems and projects, prepare contracts, coordinate selected correspondence, assist with recruiting, and ensure that administrative commitments receive appropriate follow-through.

We are building a company where people take ownership of their responsibilities and where systems make it possible to operate efficiently without the CEO having to personally manage every detail.

The company will provide access to the required software platforms. You must already have the organizational, communication, and administrative skills to use these systems effectively or demonstrate the ability to learn them quickly.

 

Why This Role Is Ideal

This position is ideal for an experienced administrative or executive support professional who enjoys organizing a business, managing multiple responsibilities, solving problems, and helping leadership operate more effectively.

You will have the opportunity to work directly with the CEO of an established U.S. company and become an important part of its expanding remote team.

As Skill Builder Seminars continues expanding its city websites, marketing, sales team, and operations, your responsibilities and opportunities for growth will expand as well.

We want someone who takes pride in doing excellent work, follows through on commitments, and looks for ways to improve how things are done.

If you are highly organized, dependable, proactive, and want a meaningful long-term position, this could be an excellent opportunity.

 

About SkillBuilderSeminars.com

Skill Builder Seminars LLC provides customized corporate training programs to organizations across the United States. Our programs cover business topics including sales, leadership, communication, presentation skills, and artificial intelligence.

We are expanding our nationwide presence and building a larger remote team to support our growing business. We work with experienced professional trainers to deliver practical training tailored to each client’s needs. You can learn more about us at our About Page.

Some of our city websites include:

• DallasSeminars.com
• HoustonBusinessWorkshops.com
• LasVegasSeminars.com

 

How to Apply

Please complete this short online application form to apply for this position.

Please read the position description carefully and answer all application questions thoroughly.

Thank you for your interest in our VA position! 

 

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Helpful Links

• Hiring in Philippines – All Positions
• About Us

 

Some of Our Websites

AlexanderSpeakersBureau.com
DallasSeminars.com
LasVegasSeminars.com
SalesTraining.us
EntrepreneurshipIs.com