Virtual Admin Assistant for a Global Financial Client

Job content

A successful VAA possesses structure, attention to detail, quality focus, high energy and flexibility to a high-paced deadline driven organization. The incumbent will need to work well in a team environment, be able to represent the manager/group with professional courtesy and acumen, and deliver flawless work output. Daily routine also includes interaction with various executive level internal clients across the lines of businesses. The VAA will need to adapt procedures, processes and techniques to complete assignments in line with the department’s activities and goals.

Main Duties and Responsibilities

• Maintain complex and detailed calendars and scheduling for WisdomTree senior personnel through limited access to WisdomTree network to the extent necessary (e.g., OneDrive, Microsoft Outlook and Teams)
• Manage the coordination and logistics of both internal and external meetings
• Arrange and coordinate complicated domestic and international travel for senior personnel, including organizing itineraries, car rentals, air travel and hotel reservations, through an online travel platform through the Concur travel platform or such other platform as WisdomTree may decide
• Process invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter experts for policies and procedures
• Assist with reconciling monthly expenses and preparing expense reports for WisdomTree senior personnel using the Concur expense management platform or such other platform as WisdomTree may decide.
• Assist with arranging and preparing for internal and external meetings (including in-person meetings as appropriate), including placing catering orders, making dinner reservations and securing meeting spaces
• Produce high quality emails and messages to individuals at all levels of the organization
• Handle regular activities without prompting, and advise in advance with issues or delays
• Assist in editing spreadsheets and presentations
• Work cooperatively with the administrative assistants team, in positive partnership to support each other smoothly
• Coordinate on ad hoc projects as requested
• Assist with various applications and system access requests
• Do whatever it takes to get the job done!

Qualifications (Skills and Experience)

• At least two years of administrative experience, ideally supporting at the Managing Director level (or equivalent) or above
• An understanding of basic math and budgeting
• Advanced ability to organize
• Tact and good judgment in confidential situations, and proven experience interacting with senior management
• Strong interpersonal, written, and oral communication skills
• Strong proficiency in Microsoft Office
• Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management
• Willing to work in our Alabang, Muntinlupa City or Lapu-Lapu City, Cebu sites -- with Work From Home setup
• Willing to work US business hours, ET

IF YOU’RE ONE OF THE RIGHT ONES FOR THIS ROLE, YOU GET:

• No Queued Calls, Back Office Support for a premiere Offshore Business Account
• Fixed Days off—No Shift Rotations
• Ready to Onboard as soon as possible
• Training
• Full-time Probationary Employment on Day 1
• HMO Coverage on Day 1
• Quarterly Performance Incentive upon regularization
• Customer Commendation Incentive
• Perfect Attendance Incentive
• Government Mandatory Benefits
• 10 accrued Sick Leave credits in a year upon regularization—unused are convertible to cash
• 10 Vacation Leave credits in a year upon regularization
• Opportunity to grow a unique skill set in the field of business and financial documentations