EA to the VP of Sales

Job Location: Clark, Pampanga

Work with a highly professional, internationally based team and be the EA to the VP of Sales we are looking for! This business has a growing team here in the Philippines with a great culture! If you are looking for an opportunity, this could be your next career step.

Why will you love working with this Client?

Our client aims to provide full technology lifecycle management, including helpdesk support. This client has been in the industry for a long time and is now having a growing team here in the Philippines. Join them and take the opportunity to become an assistant in an executive role for a fantastic company!

Location / Shift

Clark, Pampanga, Evening Shift

NOTE: You must be willing to work in the office in the above office location to apply for this position

Job Description

We are seeking a highly organized, proactive Executive Assistant to support the VP of Sales. This role is designed to extend the effectiveness of sales leadership by managing operational coordination, scheduling, reporting support, and communication flow.

The ideal candidate is persistent, detail-oriented, and extremely reliable — someone who follows through relentlessly to ensure tasks, meetings, and commitments are completed. Being an Assistant to an Executive requires you to help keep the operational engine running so the VP of Sales can remain focused on revenue growth, partnerships, and advancing deals.

This position is well-suited for someone who enjoys organizing information, driving follow-ups, and ensuring nothing falls through the cracks. For someone seeking a career as an executive assistant, these traits are invaluable.

Key Responsibilities

Executive & Calendar Support

• ●Manage and optimize the VP of Sales’ calendar across multiple stakeholders and time zones
• ●Persistently follow up to secure meetings when scheduling is complex
• ●Prepare meeting agendas, notes, and action items
• ●Track and ensure completion of post-meeting follow-ups and next steps

Sales Operations & Reporting Support

• ●Pull reports and gather information from systems such as CRM platforms and ERP tools (e.g., Acumatica)
• ●Assist with pipeline reporting and weekly sales updates
• ●Help maintain accurate CRM records and pipeline visibility
• ●Organize data and summaries to support sales leadership decision-making

Communication & Coordination

• ●Monitor and triage incoming emails for the VP of Sales
• ●Identify priority communications and flag items requiring attention
• ●Draft responses, summaries, or follow-ups when appropriate
• ●Ensure important communications and commitments are not missed. When these crucial messages are handled well, it further highlights the importance of executive assistant skills.

Task & Project Follow-Up

• ●Track action items across meetings and projects
• ●Follow up with internal teams and partners to ensure tasks are completed
• ●Help maintain momentum across key initiatives and sales opportunities

Administrative Support

• ●Prepare expense reports and assist with document preparation
• ●Maintain organized digital files and records
• ●Support ad hoc operational and administrative projects

What Success Looks Like

• ●Meetings, follow-ups, and commitments never fall through the cracks
• ●Sales leadership receives timely reporting and organized information
• ●The VP of Sales spends less time on administrative coordination;
• ●Important opportunities and initiatives continue moving forward. The successful executive assistant will always ensure everything runs smoothly.

Ideal Candidate

• ●Highly organized and detail-oriented
• ●Persistent and proactive with follow-up
• ●Strong written and professional communication skills
• ●Comfortable managing multiple priorities simultaneously
• ●Tech-savvy and comfortable learning new systems
• ●Dependable, discreet, and trustworthy

Requirements

Qualifications

●3+ years supporting a senior executive or sales leader

●Experience with executive calendar management and scheduling. Candidates who can demonstrate their executive assistant capabilities will stand out.

●Familiarity with CRM systems (Salesforce, HubSpot, etc.) preferred

●Experience with reporting tools or ERP systems (Acumatica a plus)

●Strong written and verbal English communication skills

Why join optiBPO?

optiBPO is an exciting workplace where you will be surrounded by smart, talented professionals supporting clients across Australia, New Zealand, the US, Canada, and Europe. Moreover, this is an excellent opportunity for anyone interested in taking on the role of Executive Assistant within an international environment.

Perks & Benefits

●In-house medical team and HMO coverage.

●A healthy workplace promotes collaboration and creativity.

●Clear growth strategies and learning opportunities to advance your career.

Enjoy great perks and benefits, such as an in-house medical team and HMO coverage. We maintain a healthy workplace that promotes collaboration, creativity, and teamwork. We need to help you advance your career by elevating growth strategies and learning opportunities throughout your career journey with us. If you are passionate about contributing to a dynamic team, the Executive Assistant role offers great career prospects at optiBPO.

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