[Hiring] Virtual Executive & Administrative Assistant @Virtual Colleague Philippines

Role Description

This is a remote position.

Location: Calgary, Canada / Operations in India and Internationally

A Canadian deep-tech company developing 5D optical data storage technology using femtosecond lasers to write data into fused quartz. The company is currently in the research and development/prototyping stage and is building its operational infrastructure in Canada and internationally. As the company progresses toward product launch, the team is looking for reliable operational support to help maintain consistency, organization, communication, and visibility across day-to-day activities.

Is looking for a highly organized, proactive, and dependable Virtual Executive & Administrative Assistant who can work closely with the COO and provide day-to-day administrative and executive support while also assisting with the company's LinkedIn presence and community engagement.

The ideal candidate is someone who can take ownership of recurring administrative responsibilities, keep tasks and communications organized, follow up proactively, and help ensure that important items do not get missed.

This role is initially focused on Executive/Administrative Support and LinkedIn Community Management. As Aionix Data progresses toward launch, the scope may expand to include website/CMS updates, video editing, customer support, and other digital/operational support, potentially through additional specialized team members.

Qualifications

• Highly organized and detail-oriented.
• Reliable and consistent.
• Proactive rather than purely reactive.
• Comfortable taking ownership of recurring responsibilities.
• Strong in written English communication.
• Able to manage multiple priorities.
• Good at following up and closing loops.
• Comfortable working independently.
• Able to handle confidential information professionally.
• Adaptable to changing priorities.
• Willing to learn new tools and processes.
• Able to distinguish between routine matters and issues that should be escalated to the COO.

Requirements

• Manage and organize the COO's inbox and email communications.
• Help identify, prioritize, and organize important emails and follow-ups.
• Draft or prepare routine responses when appropriate.
• Coordinate meetings, appointments, and schedules.
• Assist with calendar management and meeting coordination.
• Track follow-ups, action items, and outstanding requests.
• Help organize documents, files, and administrative information.
• Maintain trackers, lists, and other administrative records as required.
• Conduct basic online research and information gathering.
• Assist with preparing documents, reports, presentations, or other administrative materials.
• Coordinate routine communications with internal and external stakeholders.
• Follow up on pending items and ensure deadlines and commitments are visible.
• Proactively flag important or time-sensitive matters to the COO.
• Manage day-to-day LinkedIn activity.
• Publish and schedule content using materials/raw content provided by the client.
• Help organize and coordinate the client's LinkedIn content.
• Repurpose and format client-provided materials for LinkedIn where appropriate.
• Monitor comments and engagement.
• Respond to relevant comments and questions.
• Manage basic community engagement and communication.
• Monitor relevant conversations and opportunities for engagement.
• Help maintain a consistent LinkedIn presence.
• Escalate technical, sensitive, or specialized questions to the appropriate team member.
• Maintain awareness of upcoming announcements, milestones, and company updates that may require LinkedIn support.
• Maintain task and follow-up lists.
• Track outstanding requests.
• Following up with stakeholders when instructed.
• Organizing information for the COO.
• Keeping recurring administrative processes consistent.
• Helping ensure important deadlines and commitments are not overlooked.
• Providing concise updates on completed, pending, and blocked tasks.

Benefits

• The initial engagement will be a minimum of 10 hours per week.
• The client is open to increasing the hours if the actual workload requires additional support.
• The final weekly schedule may be adjusted based on the responsibilities assigned and the VA's ability to effectively complete the workload within the initial allocation.

Company Description

Aionix Data is operating in an R&D and deep-tech environment, focusing on innovative technology and operational support.