Business Operations Virtual Assistant

Virtual Assistant – Business Operations for a staffing agency
Part-Time • Remote (Philippines)
Hours: 5 hours per day (2 am-7 am PH Time / 11 am- 4 pm PST Time),
Workweek: Monday–Thursday (PST), 4 days per week
Time Zone: Pacific Standard Time (United States, California Timezone)
Must be available during U.S. business hours (PST)
Pay: $3.00 - $4.00 per hour – based on experience (USD)
Start Date: Immediate

I am a small business owner from the United States, with a small startup staffing agency looking for a self-starting, self-supervised, reliable, and organized Virtual Assistant to support day-to-day business operations on a part-time basis. You will work independently and directly with me to keep the business running smoothly, communicate with clients and internal staff – handling communications, scheduling, documents, and coordination tasks.

This is a long-term opportunity for someone who is proactive, self-directed, detail-oriented, and comfortable working independently in a remote environment during Pacific Standard Time, on an overnight shift in the Philippines.

What You’ll Do
Manage and monitor business email inboxes and respond to routine inquiries
Schedule, coordinate, and present in meetings, interviews, and appointments across time zones
Organize and maintain contracts, online documents, and digital files
Update and maintain client and candidate records in the Google Drive and spreadsheets
Coordinate communication between clients, candidates, internal staff, and leadership
Assist with sourcing staff, managing, and supporting existing staff
Prepare basic reports, spreadsheets, SOP’s, and correspondence as needed
Follow up on outstanding tasks, deadlines, and pending items for the business
Support the accounting/bookkeeping staff in invoicing, expense tracking, and other light administrative tasks
Provide updates and reports on a regular basis

Requirements
University Graduate
At least 3 years of experience as a Virtual Assistant, preferably supporting U.S.-based clients
Very Strong written and spoken English communication skills
Strong email and messaging communication skills, acknowledging and addressing incoming communications
Reliable high-speed internet connection and a quiet, professional work environment
Own laptop or desktop computer capable of running standard business applications
Ability to work during U.S. business hours (Pacific Time)
Strong attention to detail and ability to manage tasks and people independently with minimal supervision
Comfortable handling confidential business and client information with discretion
Must be available and able to work during normal business hours in the Pacific Time Zone (PST)
Must not be afraid to ask questions.

Required Skills
Google Workspace – Gmail, Google Docs, Sheets, Calendar, Google Drive
Video conferencing – Zoom, Google Meet
Communication & messaging apps – Google Chat, Viber, Google Phone
Data entry and spreadsheet management
Professional email drafting and business correspondence
Can confidently lead a meeting between clients and internal staff under my guidance
Ability to confidently empathize, actively listen, and communicate with myself, staff, and clients
Working familiarity with AI such as Claude, Gemini or ChatGPT

Nice to Have
Prior experience supporting a staffing and recruiting firm interfacing with external clients and internal staff
Experience with invoicing tools such as Waveapps, FreshBooks, or QuickBooks
Basic social media management (LinkedIn, Facebook)

Payment Schedule
The agent is to submit their invoice to the business address via PayPal on the 15th and the last day of each month. Any delay in submitting an invoice may delay payment processing. The invoice must include the date, period worked, hours worked, and a description of the work performed. Work hours are not to exceed the time stated in this job description, unless with prior written approval.

Payments will be made in USD using PayPal. Costs incurred by the payment processor for the business will be the business's responsibility, while transaction or currency conversion costs, if any, incurred by the payment processor for the agent will be the agent's responsibility. Payment will be issued within a 14-day grace period, starting on the 1st and 16th of each month. The intention is to issue payments right away; however, the grace period is in place to cover any issues during review and payment processing. The agent should plan and set pay expectations accordingly.

the invoice is properly received on the 15th and the last day of each month.

How to Apply
Send your resume and a short cover letter to:

Subject: HVA Application for Business Operations – [Your Full Name]

In your cover letter, describe your experience supporting U.S. clients and the tools you use regularly. Applications will be reviewed on a rolling basis. If chosen, applicants will be contacted for video interviews. A 1-minute video introduction of yourself and your experience is a big plus.