Full-Time Virtual Assistant (Email, Calendar & AI-Driven Admin)

About the Role

I’m hiring a full-time Virtual Assistant (Philippines-based) whose primary responsibility is to own my inbox, calendar, and administrative workflows—with a strong emphasis on using AI and automation to eliminate repetitive tasks.

This role is not about doing busy work forever. It’s about building systems, improving efficiency, and continuously finding ways to save time through AI tools, automation, and SOPs.

You’ll work remotely on U.S. Eastern Time (EST) and act as a trusted extension of my day-to-day operations.

If you enjoy organizing chaos, documenting processes, and learning how AI can replace repetitive admin work, this role is for you.

Core Responsibilities


Email Management (Gmail):
Take full ownership of my inbox—organize, filter, prioritize, draft responses, and ensure nothing important is missed.
Continuously improve inbox workflows using rules, templates, and AI tools.

Calendar Management (Google Calendar):
Schedule meetings, resolve conflicts, manage time zones, send reminders, and protect focus time.
Proactively optimize my calendar so it supports priorities, not interruptions.

AI & Automation (Required):
Actively look for ways to reduce or eliminate repetitive tasks using AI and automation.
Examples include:

AI-assisted email drafting and triage
Task prioritization and follow-ups
CRM updates and reminders
SOP creation and documentation

You do not need to be an AI expert—but you must be curious, willing to learn, and excited about using AI to work smarter.

Task & Project Tracking:
Track tasks, follow-ups, and deadlines using tools like Trello, ClickUp, or similar.
Ensure nothing falls through the cracks.

CRM Management:
Update and maintain records in GoHighLevel (training provided if needed).
Ensure contacts, notes, and follow-ups are accurate and up to date.

SOP Creation:
Document workflows and processes as you learn them.
Turn repeat tasks into clear SOPs that can later be automated or delegated.

General Admin Support:
Data entry, basic Excel/Google Sheets work, research, file organization, and other admin tasks as needed.

Requirements

Based in the Philippines
Available full-time, working EST hours
Strong written and spoken English
Excellent organization and attention to detail
Comfortable with Google Workspace (Gmail, Calendar, Docs, Sheets)
Experience with task tracking tools and CRMs (GoHighLevel a plus)
Strong interest in AI, automation, and process improvement
Proactive, independent, and systems-oriented
Reliable internet and work-from-home setup

Who This Role Is For

? VAs who want to own outcomes, not just tasks
? People excited about AI, automation, and efficiency
? Organized thinkers who enjoy building systems
? Long-term, growth-minded professionals

???? Not a fit if you prefer fixed instructions and repetitive manual work without improvement

Application Process

After your initial application, shortlisted candidates will be asked to:

Email a resum
Submit a short video introduction
Answer questions about inbox management, time-saving examples, and how you’d use AI in this role
Final candidates will complete a paid test project simulating real work.

Why This Role Is Different

This position follows a “Buy Back Your Time” philosophy:
We prioritize systems over busy work
We value initiative and improvement
We invest in people who think long-term
If you’re looking for a stable, full-time role where your ideas and efficiency matter—and where AI is part of the future, not a threat—this is a great fit.