[Hiring] Executive Virtual Assistant @Virtual Colleague Philippines

Role Description

This is a remote position.

We are seeking a highly proactive, commercially aware, and highly organised Executive Virtual Assistant to provide high-level support to client, with potential to extend support to his business partner, as the business grows. This is a relationship-driven role for someone who can work at pace, take initiative, anticipate needs, and bring structure to a fast-moving executive's workload. The ideal candidate will be confident in managing senior-level client relationships, coordinating across UK and US time zones, and handling sensitive information with absolute discretion.

This is not a transactional VA role. Thoby is looking for someone who can become a trusted partner: someone who can proactively manage his diary and workload, identify inefficiencies, make suggestions, keep priorities on track, and help build more effective systems as the business evolves.

Qualifications

• Proven experience as an Executive Assistant, Executive VA, Senior VA, or similar role.
• Strong experience managing executive calendars and complex scheduling.
• Excellent written and verbal English.
• Experience coordinating meetings across international time zones.
• Strong client-facing and stakeholder communication skills.
• High level of discretion and confidentiality.
• Ability to work independently, prioritise, and take initiative.
• Strong administrative and organisational skills.
• Ability to work quickly and accurately in a fast-paced environment.

Requirements

• Manage complex calendars across UK and US time zones.
• Coordinate and schedule meetings with senior executives and clients.
• Arrange meetings proactively, including multi-person interview schedules involving multiple time zones.
• Manage both business and relevant private calendar commitments.
• Help ensure meetings and commitments are planned well in advance.
• Provide occasional support for early-morning or evening meetings when required.
• Manage and organise email correspondence.
• Identify priorities and ensure important actions are followed through.
• Communicate professionally with senior clients and contacts.
• Proactively reach out to clients and executives to arrange meetings and coordinate schedules.
• Support relationships with major global financial-services and corporate clients.
• Coordinate client meetings, interviews, and follow-ups.
• Attend selected client meetings where appropriate to understand context, maintain continuity, and strengthen the working relationship with clients.
• Attend meetings when required.
• Manage transcription workflows using AI-enabled tools.
• Turn transcripts into structured meeting notes, action points, and other documentation using existing templates.
• Support the administration and filing of coaching-session transcripts and related materials.
• Maintain organised records in tools such as OneNote.
• Help Thoby organise and prioritise a fast-moving workload.
• Keep focus on the most important activities and commitments.
• Proactively flag upcoming priorities, gaps, conflicts, and outstanding actions.
• Hold Thoby accountable to agreed priorities and timelines.
• Anticipate needs rather than waiting for detailed instructions.
• Act as a trusted partner who can respectfully challenge inefficient processes and suggest better approaches.
• Support occasional domestic and international travel arrangements.
• Provide monthly invoicing support (Possible Future Task).
• Identify inefficiencies in existing workflows and recommend improvements.
• Help develop simple systems for contact management, project tracking, scheduling, and administration.
• Support the transition from manual spreadsheets toward more efficient tools and processes where appropriate.
• The role may expand to provide similar executive support to Ravi Modha and potentially other partners as the business develops.

Benefits

• Initial commitment: Starting with a minimum of 12–15 hours per week.
• Working hours: Primarily within the UK time zone with flexibility to coordinate with US Eastern Time when required.
• Occasional early-morning, evening, or client-meeting attendance may be required.
• The role has potential to scale toward approximately 20 hours per week or more as the relationship and workload develop.
• Flexibility is important; the priority is ensuring the executive and client commitments are effectively supported rather than adhering rigidly to a fixed schedule.

Confidentiality

High confidentiality and trust are essential. The role will involve access to sensitive client, business, personal, financial, and commercial information, including work with major global financial-services organisations. The successful candidate must demonstrate excellent judgement, discretion, professionalism, and respect for confidentiality at all times.

What Success Looks Like

The successful candidate will become a trusted extension of Thoby and the wider team, someone who can look ahead, understand what needs to happen, organise it, and move things forward without being repeatedly prompted. Rather than waiting for a task list, they should be able to say: "Your diary looks like this, these meetings need to be arranged, these priorities need attention, and I'm going to take care of the next steps."

The long-term objective is to build a trusted, proactive, peer-level working relationship that enables Thoby and his partners to focus on client relationships, business development, coaching, and delivery while the EA/VA brings structure, efficiency, and momentum to the operational side of the business.