Company Overview

OnSpot Global is a dynamic startup company specializing in providing top-notch outsourcing solutions, with a particular focus on the logistics industry. While our core expertise lies in logistics, we are also well-equipped to cater to the diverse outsourcing needs of businesses across various sectors.

We are committed to delivering exceptional customer service and building strong relationships with our clients. Our team of experienced professionals provides tailored solutions that meet the unique requirements of each client. We are seeking a highly motivated and results-oriented Executive Virtual Assistant Specialist to join our team and contribute to our growth.

Clients Overview:

We are a dynamic company specializing in food and beverage distribution and importing. Our business focuses on the production of high-quality fresh pasta, catering to distributors, restaurants, country clubs, and more. We also manage Festivale Wine Distributors, offering a curated selection of wines for various clientele. With a strong commitment to quality and exceptional service, we aim to provide the finest products to meet the unique needs of our partners and customers.

About the Role:

We are seeking a highly organized and detail-oriented Executive Virtual Assistant to fulfill the dual roles of Office Manager and Bookkeeper. The ideal candidate will manage day-to-day operations, handle administrative tasks, and provide essential bookkeeping services. This role requires someone with strong communication skills, proficiency in QuickBooks, and the ability to manage key responsibilities while the client is traveling.

Duties and Responsibilities

• Manage daily operations and ensure smooth workflow.
• Handle calls, respond to emails, and manage the inbox.
• Perform bookkeeping tasks, including invoicing and payment tracking.
• Maintain accurate financial records in QuickBooks.
• Assist with creating and managing invoices.
• Understand and apply basic accounting principles (debits and credits).
• Serve as a point of contact for operations when the client is out of the country.
• Support various administrative tasks as needed.

Job Overview:

As the Head of the Talent Agency, you will be responsible for overseeing all aspects of the agency's operations, talent management, and business development. You will lead the expansion of the agency into international markets and ensure the growth and success of the talent roster. You will work closely with the executive team to align strategic goals and drive revenue growth.

Key Responsibilities:

1. Agency Leadership:

• Lead and manage the day-to-day operations of the talent agency, including talent recruitment, development, and client relationships.
• Develop and implement strategies to enhance the agency's reputation and attract high-profile talent.
• Set clear objectives and KPIs for the agency's growth, both locally and internationally.

2. Talent Acquisition & Management:

• Identify and recruit emerging talent across various entertainment sectors (e.g., film, music, social media, etc.).
• Oversee talent development, negotiating contracts, and managing talent career growth.
• Foster strong relationships with talents, ensuring their long-term success and satisfaction with the agency.

3. Business Development:

• Develop new revenue streams by identifying partnerships, endorsements, sponsorships, and other business opportunities.
• Build and maintain relationships with industry stakeholders, including production houses, casting directors, and media platforms.
• Drive the agency's expansion into international markets and ensure compliance with local regulations in each territory.

4. Client Management & Partnerships:

• Oversee relationships with clients and ensure that all talent engagements meet the expectations of both parties.
• Negotiate contracts and commercial agreements to maximize talent earnings and agency commissions.
• Ensure a high standard of client servicing by maintaining excellent communication and conflict resolution skills.

5. Financial & Operational Management:

• Monitor the agency’s financial performance, including budgeting, P&L management, and revenue forecasting.
• Oversee the agency’s operations, ensuring compliance with industry standards and legal requirements.
• Optimize the agency’s processes to enhance efficiency and performance.

6. Global Expansion:

• Lead the agency's international expansion efforts, identifying new market opportunities and ensuring the brand's global presence.
• Develop localization strategies for different markets, including compliance with regional industry practices and regulations.

• Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
• Attend meetings and keep minutes
• Receive and screen phone calls and redirect them when appropriate
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Make travel arrangements for executives
• Handle confidential documents ensuring they remain secure
• Prepare invoices or financial statements and provide assistance in bookkeeping
• Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
• Maintain electronic and paper records ensuring information is organized and easily accessible
• Conduct research and prepare presentations or reports as assigned

Executive Assistant, 100% work at home, foreign company, day shift!

Hours: Full-time, day shift (8 hours Monday to Friday) 

Pay: PHP 50,000 (Full-time M)

Location: Anywhere in the Philippines; work from home, remote or province

Work type: 100% Work From Home

Please do not apply if you have no Foreign company experience or BPO experience; your application will be automatically rejected.

About the Work

Are you an experienced Executive Assistant seeking a new and exciting career opportunity with a work at home lifestyle? I have an excellent opportunity for you to join a leading organization and support a C-suite executive. I connect top talent with top companies, and this role is a perfect match for individuals passionate about advancing their career, gaining more international experience, delighting my client and enjoying the benefits of a work at home lifestyle.

About the Company

My client is a leader in their profession, committed to providing exceptional services to their clients. They value innovation, efficiency, and client satisfaction, and they understand the vital role that this important role plays in achieving these objectives.

Responsibilities: 

Support a C-suite executive in the completion of their day to day activity. 

1. Administrative Support

• Calendar Management: Scheduling and coordinating meetings, appointments, and travel arrangements for executives.
• Communication Handling: Screening emails, and other correspondence, resolving matters yourself where appropriate.
• Document Preparation: Drafting, editing, and finalizing documents, reports, presentations, proposals and correspondence.

2. Meeting Coordination

• Agenda Preparation: Preparing agendas, minutes, and other materials for meetings.
• Meeting Logistics: Arranging online meetings, coordinating with attendees, and ensuring all necessary arrangements are in place.
• Follow-Up: Tracking and following up on action items and decisions made during meetings.

3. Travel Coordination

• Expense Reporting: Managing travel expenses and preparing expense reports.

4. Project Management

• Project Coordination: Assisting with the planning and execution of projects, including tracking deadlines and deliverables.
• Research: Conducting research and gathering information for projects and executive decision-making.

5. Vendor Management: 

• Liaising with vendors and service providers.

6. Confidentiality and Discretion

• Sensitive Information Handling: Managing and protecting confidential information with the highest level of discretion.
• Professional Conduct: Ensuring professional and ethical conduct in all interactions.

7. Liaison and Relationship Management

• Internal Coordination: Acting as a point of contact between executives and other staff members.
• External Relations: Managing relationships with external stakeholders, clients, and partners.

8. Strategic Support

• Insight and Feedback: Providing insights and feedback to help with strategic decision-making.
• Special Projects: Assisting with special projects and initiatives as directed by executives.

10. Technology and Systems Management

• Tech Savviness: Utilizing various software and systems to enhance productivity, including project management tools, and communication platforms.
• System Updates: Ensuring all systems and tools are up-to-date and functioning efficiently.

The Executive Assistant provides high-level administrative support to the Country Manager, ensuring efficient operations and effective communication across the organization. This role is responsible for managing schedules, preparing reports, coordinating meetings, and handling confidential matters with discretion. The ideal candidate is highly organized, proactive, and possesses strong interpersonal and communication skills.

Key Responsibilities:

• Manage the Country Managers calendar, scheduling meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents on behalf of the Country Manager.
• Act as a liaison between the Country Manager and internal/external stakeholders, ensuring timely communication and follow-up.
• Coordinate and facilitate meetings, including agenda preparation, taking minutes, and following up on action items.
• Handle confidential information with a high level of discretion and professionalism.
• Assist in the preparation of key business reports, market analysis, and strategic presentations.
• Organize domestic and international travel logistics, including flights, accommodations, and itineraries.
• Provide support in project management, tracking deadlines, and ensuring deliverables are met.
• Conduct research and gather data to support decision-making and strategic initiatives.
• Ensure the smooth operation of the Country Managers office by maintaining efficient administrative systems.

JOB SUMMARY

Ensure that the overall company’s long-term and short-term plans are implemented and aligned with the company’s overall strategic direction. To develop a strategic plan and direction

DUTIES AND RESPONSIBILITIES:

• Revenue and Net Income achievement
• Ensures that budget is well managed while achieving excellent profitability ratios, maintains departmental budgets sustains growth opportunities.
• Overall business operations.
• Ensures that operational outcomes are generally principled with company core policies and procedures
• This includes keeping Inventory levels at high efficiency and healthy level, stock movement strategies, and designated merchandising programs in line with the overall merchandise portfolio.
• Keeps and maintains healthy supplier and vendor relationships. Ensures that margins are within designated profit margins
• Develops supplier engagement programs, move-out support strategies, and marketing plans to support sales and inventory movement.
• Financial Analysis
• Recommends plans and strategies for sustainable business growth and business opportunities based on trending financial ratios.