Virtual Personal Assistant

Personal and Executive Virtual Assistant

Position Description
Location: Remote, based in the Philippines
Reports to: Both members of a married couple based in the United States
Focus: Personal organization, professional administration, research support, and future business operations

Position Overview
We are looking for a dependable, organized virtual assistant to help my wife and me manage our personal and professional responsibilities. You will work directly with both of us to organize calendars and email, track commitments, coordinate everyday tasks, and follow up on details that can otherwise get missed. The goal is to reduce the time we spend managing logistics and make more room for our work, our relationship, and personal life.
The role will begin with personal and day-to-day administrative support. As we become comfortable working together and establish reliable routines, responsibilities will gradually expand toward business planning, setup, and ongoing operations. Some assignments may also involve medical and academic research support, depending on your experience and the needs of each project.
You do not need to know how to perform every future task when you join. We value good judgment, clear communication, willingness to learn, and the ability to take ownership of agreed responsibilities.

Sample Responsibilities and Tasks
Calendar Management and Reminders
• Manage and coordinate both of our calendars, including work commitments, appointments, meetings, travel, and personal events.
• Identify scheduling conflicts, confirm time zones, include preparation and travel time, and protect agreed time for personal commitments.
• Send timely reminders for upcoming events, deadlines, renewals, and tasks. Follow up when a response or decision is needed.
• Prepare a concise daily agenda and a weekly overview of upcoming commitments and outstanding priorities.

Email and Communication
• Organize designated inboxes, flag urgent or important messages, and turn actionable emails into tracked tasks.
• Draft replies and coordinate routine scheduling within agreed permissions. Track unanswered messages and follow up appropriately.
• Summarize long email threads and clearly identify what requires our attention or approval.
 
Personal Administration and Task Coordination
• Maintain a shared task tracker showing the owner, deadline, priority, and status of requests from either of us.
• Help arrange appointments, reservations, household services, and other personal logistics through online research, calls, and follow-up.
• Research travel options, compare costs and cancellation terms, prepare itineraries, and coordinate approved bookings.
• Track recurring bills, subscriptions, document renewals, and important family dates. Organize receipts, records, and digital files.
• Research purchases or service providers and present a short comparison with a recommended next step.
• Follow tasks through to completion, record confirmation details, and flag obstacles before deadlines are affected.
Medical and Academic Research Support
Research assignments will be guided by us and matched to your skills. A healthcare or research background is helpful, but strong administrative performance is the initial priority.
• Locate relevant articles using assigned search terms and sources such as PubMed or Google Scholar. Organize papers and references.
• Prepare source-linked summaries and extract requested study details into provided templates, with accuracy checked against the original article.
• Assist with reference formatting, document preparation, tables, proofreading, and journal submission checklists.
• Track manuscript deadlines, revisions, meetings, and follow-up with collaborators as directed.
Research support will be performed under our direction, with final interpretation and scientific decisions remaining with the research team. Any access to restricted research information requires appropriate authorization and training.
Future Business Support
As the working relationship develops, the role is expected to place greater emphasis on business projects while maintaining agreed personal support responsibilities. The scope and workload will be reviewed together as this transition occurs.
• Research business ideas, competitors, vendors, software, and service providers. Compare options, costs, and practical requirements.
• Help organize business setup tasks, gather documents, schedule meetings with relevant professionals, and track outstanding steps.
• Assist with approved setup of business email, shared folders, project trackers, scheduling tools, and other administrative systems.
• Prepare simple budgets, expense trackers, presentations, forms, and written procedures using provided information.
• Coordinate vendors and contractors, track project milestones, and support routine operations as ventures develop.
• Content creation and editing, transcribe audio and video, edit videos, design content, and write storytelling posts, sales copy, website content, and social media posts.
• Customer support and business strategy, provide technical and phone support, respond to customer inquiries, and develop business and sales strategies.
Working With Both of Us
You will receive requests from both my wife and me and will support our individual needs as well as shared priorities. Keep a clear record of who requested each task and who needs to approve or receive the result. Respect any separate access permissions or confidentiality preferences we establish.
Use a shared priority list to make the combined workload visible. When requests conflict or exceed the available time, flag the issue early and ask us to confirm the order of priority. Provide brief progress updates covering completed work, upcoming deadlines, and decisions needed.
Take initiative within agreed responsibilities. Confirm approval before purchases, bookings, external commitments, or sensitive communications unless we have already delegated that authority.
Qualifications and Working Style
• Experience in personal assistance, executive assistance, virtual assistance, or a comparable administrative role.
• Strong written and spoken English, careful attention to detail, and confidence communicating professionally on our behalf.
• Ability to support two people, manage competing requests, and follow through without repeated reminders.
• Comfort with calendars, email, spreadsheets, shared documents, video calls, and task management tools.
• Discretion when handling personal, financial, professional, and business information. Use approved tools and secure account access.
• A reliable computer, stable internet connection, a quiet workspace, and a backup plan for connectivity or power interruptions.
Preferred experience includes supporting US-based clients, coordinating across time zones, medical or academic research, reference management software, and small-business administration. Familiarity with every tool is not required, but you should be comfortable learning new systems.

What You Can Expect
You will work directly with both of us, learn our preferences and routines, and receive guidance on assigned tasks. Responsibilities will expand gradually as you demonstrate reliable follow-through and become familiar with our work. We are interested in building a consistent working relationship with someone who can grow with the role.
Weekly hours, compensation, and the engagement arrangement will be discussed during hiring. We will agree on regular working hours, overlap with our US schedule, response expectations, and any occasional additional coverage before work begins.

What Success Looks Like
Our calendars are accurate, important messages receive attention, and tasks are completed or escalated before their deadlines. We can quickly see what is pending without repeatedly checking in. As the role develops, you can independently manage familiar tasks and help keep new business projects organized and moving forward.

How to Apply
Please share your resume, relevant experience, expected compensation, weekly availability, and the hours you can overlap with US Central Time. Include a brief example of how you have managed competing priorities and describe any experience with medical research or business support.