You’ve finally hired your ideal admin assistant, congratulations!
However, you’re still at a loss on which tasks to delegate. Should you assign the simple ones first? Or is it best to assign them all upfront, so that expectations are clear from the start?
Well, you’ve come to the right place! We’ve listed initial tasks you can delegate to your remote admin assistant to get things off to a good start.
Let’s take a look.
First 6 Tasks to Assign Your Admin Assistant (Administrative Tasks)
An admin assistant provides a wide array of administrative support and assistance. They enable an organisation’s and individual’s efficient operations.
With clear instructions and defined job roles, they can help keep your daily operations running smoothly.
Here are the first six tasks to assign your admin assistant:
Task 1: Calendar Management
Admin assistants are adept at managing schedules including setting up reminders, meetings, and appointments.
You can have them coordinate availability among your remote team as needed and set up recurring meetings as well as sync calendars across different platforms.
Task 2: Email Management
You can also rely on your admin assistant to sort through emails. Providing them with FAQs helps, especially for handling routine inquiries.
In addition, admin assistants can sort and file emails into relevant folders for easier retrieval. They can flag urgent messages and forward them for your immediate attention.
Task 3: Meeting Preparation
If you’re swamped before a meeting, your admin assistant can prepare the documents and preliminary research according to the agenda.
Admin assistants can take minutes or notes during the meeting. Afterward, they can follow up on measures and decisions made on your behalf.
Task 4: Data Entry and Documentation
You can also delegate documentation and data entry tasks. Admin assistance can create reports and draft documents including letters or memos.
Data entry takes time. Your admin assistant can make things more efficient by formatting documents to match company standards as well as summarising and organising information.
Candidates:
Filter by Role:
*Booking interviews depend on candidates' availability and interest.
All-inclusive Rate: USD $12.93/hr
OLGA
Candidate ID: 301392
ADVANCED
-
Administrative Support, Virtual Event Management, Event Planning, Office 365...
INTERMEDIATE
-
Virtual Assistant Skills, Personal Assistance...
Median Rate
$12.93
$14.62
if $1 = PHP52
$17.88
if $1 = PHP40
Currency Fluctuation Range
*includes service fee. Please note that hourly rates are linked to the exchange rate, and fluctuate slightly from month to month.
**Please note that hourly rates are linked to the exchange rate and fluctuate slightly from month to month.
Employment Preferences
(inclusive of service fee)
*Plus GST for Australian Businesses
Full Time: $USD 12.93 per hour or $USD 2241.35 per month
Remote Staff Recruiter Comments
Olga is a high-caliber executive support professional with over 20 years of extensive experience assisting C-level executives, partners, and senior leaders across diverse sectors. Her expertise spans the professional services, venture capital, technology, maritime and shipping, telecommunications, corporate apparel, retail, and pharmaceutical industries. Throughout her career, she has consistently provided comprehensive administrative, operational, and strategic support, managing complex executive calendars, global travel arrangements, budget tracking, and cross-functional team management.
Work Experience & Industry Exposure
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Executive & Administrative Support: Over two decades of expertise in managing complex calendars, global travel, C-suite communications, and cross-functional administrative projects
-
Operations & Team Coordination: Hands-on experience in managing office facilities, procurement, HR operations (onboarding, contracts), and directly supervising administrative staff
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Diverse Industry Background: Experience in professional services, venture capital, technology, maritime/shipping, telecommunications, retail, corporate apparel, and pharmaceuticals
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Education: Holds a Bachelor of Science in Business Administration (Major in Business Management) and a Bachelor of Arts (Major in Economics).
Career Highlights
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Awarded Best EA of the Year for exceptional reliability and service quality in executive support.
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Digitized an enterprise filing system, which reduced paper usage by 50% and improved document retrieval speed by 30%.
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Led the end-to-end event planning and logistics for a 1,500-participant corporate conference.
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Streamlined executive workflows and scheduling practices to eliminate calendar conflicts and optimize leadership time management.
Skill & Software Proficiency
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Executive Support & Administration: Calendar Management, Travel Coordination, Meeting Logistics, Process Improvement, Contract Drafting & Review, Event Planning
-
Operations & People Support: Office Management, Procurement, Budget Tracking, HR Onboarding, Team Mentorship & Supervision
-
Software & Productivity Tools: MS Office Suite, Google Workspace, SAP Concur, Monday.com, HubSpot, Asana, ClickUp, Zoho, Zoom, and Canva.
Employment History
Executive Assistantto the CEO/Founder (Freelance)
Industry:
Computer / Information Technology (Software)
Employment Period:
February 2024 to October 2024 (8 Months)
Duties and Responsibilities:
- Overall CEO Project and Task management (Monday.com, Hubspot)
- Calendar scheduling including personal appointments
- Management of multiple email inboxes and responses
- Distribution of minutes and follow up with customers and meeting action items
- Sales CRM administration and completion of prospect communication follow ups
- Reach out to clients and prospects to schedule meetings and gather data/information
- Act as the point of contact among executives, employees, clients, and other external partners
- Manage information flow in a timely and accurate manner
- Manage executives' calendars and set up meetings
- Prepare and distribute board packs
- Format information for internal and external communication - memos, emails, presentations, reports
- Take minutes during meetings
- Screen and direct phone calls and distribute correspondence
Virtual Executive Assistant to Partners and Executive Directors
Industry:
Consulting (Business & Management)
Employment Period:
September 2021 to March 2023 (18 Months)
Duties and Responsibilities:
- Works on assisting seven executives mixed of Partners, Executive Directors and Directors, based in Australia, to assist with daily activities including email, calendar, presentation, events, travel, forecast and other ad hoc tasks.
- In charge of attendance and expenses to be submitted to Mercury (SAP based program) on a weekly / monthly basis
- Monitor key items for action and implementation.
- Record, collate and reconcile action items, projects and other activities of the PEDs team.
- All other admin tasks performed by an EA with keen understanding, attention to details, versatility, and proficiency.
Virtual Executive Assistant to a HEAD COACH
Industry:
Consulting (Business & Management)
Employment Period:
January 2021 to July 2021 (6 Months)
Duties and Responsibilities:
- Prepare the roster of participants before the launch starts.
- Check the list of registered participants in zoom.
- Rename participants before inviting them to the breakout rooms
- Assist the head coach with his power point presentation during the class
- Take note of questions, suggestions in the chat box during the launch
- Keep track of the attendance
- Monitor the goals for each team
- Monitor fouls for all the participants
- Monitor team captain's report
- Monitor on Jake's email, participants advise regarding absences and tardiness • Submit the report to MAPS regarding the team standing for graduation.
Executive Assistant to the CEO
Industry:
Architectural Services / Interior Designing
Employment Period:
February 2018 to January 2020 (23 Months)
Duties and Responsibilities:
- Manage and maintain executive schedules, including travel and conferences, appointments and day to day calendar of activities
- Conducts research as needed
- Maintains databases
- Meet with special interest groups or individuals, act as representative on behalf of the executives
- Overseeing admin policies within the organization
- Provide clerical and general office support to other department. Delegates tasks and other staff members when appropriate.
- Opening, sorting and distributing correspondence -email and snail mail
- Prepares reports, collect and analyze information, prepare presentation
- Develop and utilize historical information, provides retrieval of information (record retention system)
- Prepare and develop records management system when appropriate
- Record meeting discussion and provide minutes
- Maintain knowledge by attending professional and technical educational seminars and workshops, review publications; establish professional and personal networks within the industry.
- Participate in societies relative to the business
- Coordinate finances (liquidation, reimbursements, petty cash)
- Assist in budget preparation and strategic planning
Office Manager
Industry:
Manufacturing / Production
Employment Period:
August 2015 to November 2016 (15 Months)
Duties and Responsibilities:
- cum Executive Assistant to the CEO and COO
- Make sure that the office runs smoothly, which includes keeping supplies in stock, making sure administrative and office staff are doing their job,
- Working with vendors, suppliers
- Ensure the facilities are clean, orderly, and safe, and analyzing supply and energy consumption
- Determine cost-saving and efficiency savings Executive Support
- Prepares correspondences, reports, presentations for the Executives
- Manages Executives' schedule
- Makes travel arrangements for the Executive's, coordinating flights, accommodations, and other itinerary specifics
- Prepares MDs expense report for loading in ISP for SAP reimbursement
- Completes projects and special assignments as directed by the Executives Sales Support
- Acts as Contracts Administrator
- Distribute software CDs to the clients
- Files and maintains Direct Deal contracts
- Prepare CEOs expense report for reimbursement
- Arranges meeting, trainings and client presentation (food, venue, logistics etc) Administrative Support
- Custodian for Corporate Credit Cards and Petty Cash for purchase of airline tickets, pantry supplies, office supplies and small equipment, event supplies etc
- Request Purchase Order for various office requirements
- Prepares, submits and maintains accreditation documents
- Arranges internal corporate functions (i.e Christmas Party, Coffee Corner Sessions etc)
Team Coordinator
Industry:
Consumer Products / FMCG
Employment Period:
May 2017 to November 2018 (18 Months)
Duties and Responsibilities:
- Support team in arranging for business travels
- Coordinate knowledge transfer sessions (logistics) in Manila and in Bangalore
- Manage Departmental Expenses
- Arrange and organize team activities Executive Assistant for BFS Service Delivery Director
- Schedule management
- Travel Arrangements
- Visitor Assistance
- General Admin Support Office Management
- Procurement of office supplies
- Ensure Good Housekeeping of Office
- Support in company wide events
Executive Assistant to the General Manager
Industry:
Employment Period:
November 2014 to June 2015 (7 Months)
Duties and Responsibilities:
Executive Assistant to the VP Ship Management
Industry:
Human Resources Management / Consulting
Employment Period:
June 2009 to January 2013 (43 Months)
Duties and Responsibilities:
Channel Support Representative/Secretary
Industry:
Computer / Information Technology (Software)
Employment Period:
May 1997 to December 1998 (19 Months)
Duties and Responsibilities:
- Drafting, reviewing, and finalizing agreements and contracts
- Coordination of board and management committee meetings
- Facilities and asset management, logistics, and procurement
- Handling executive’s personal tasks (e.g., bill payments, personal errands)
- Customer service, product support, client onboarding, and CRM
- Records management, ISO documentation, and admin systems creation
- Coaching, hiring, and mentoring junior staff and administrative personnel
Executive Assistant to the CEO/ Chief of Staff
Industry:
Consulting (Business & Management)
Employment Period:
April 2024 to October 2025 (18 Months)
Duties and Responsibilities:
- Managed CEO’s communications, schedules, and global travel plans
- Assisted in HR operations (contracts, onboarding, payroll coordination)
- Supervised 4 other EAs and supported company-wide operations
- Aided in strategic planning, financial reporting, and new business development
Executive Assistant to the CEO/ Chief of Staff
Industry:
Environment / Health / Safety
Employment Period:
January 2026 to August 2026 (7 Months)
Duties and Responsibilities:
- Serve as a primary point of contact between internal/external stakeholders, acting as a liaison when necessary for the Head of Tower Water.
- Provide administrative and operational support to the Head of Tower Water
- Administer a variety of personal and professional tasks with a high degree of discretion and confidentiality
- Manage calendars, scheduling meetings, appointments, and virtual events.
- Prepare and edit correspondence, reports, presentations, and other documents as needed.
- Handle confidential information with discretion and professionalism, maintaining trust and ensuring sensitive business and personal matters are kept private.
- Make decisions when required, prioritizing tasks and addressing issues independently.
- Support and coordinate virtual business meetings, ensuring all logistics are organized and efficient.
- Budget management tracking expenses, including managing travel expenses, processing reimbursements, and maintaining accurate records.
- Provide general administrative support, including managing phone calls, emails, and other communications.
Education History
Field of Study:
Major:
AB Economics
Graduation Date:
January 1, 1970
Located In:
Philippines
License and Certification: :
N/A
Skills
ADVANCED ★★★
-
Administrative Support, Virtual Event Management, Event Planning, Office 365, Office Administration, Executive Support, Organizational Skills, Slack, Email management, Calendar Management,
INTERMEDIATE ★★
-
Virtual Assistant SkillsPersonal Assistance
Work at Home Capabilities:
- Internet Bandwidth: Greater than 100mbps
- Working Environment: Private Room
- Speed Test Result: https://www.speedtest.net/result/16887828486
- Internet Type: Fiber
- Hardware Type: Desktop
- Brand Name: -
- Processor: i5
- Operating System: Windows 11
All-inclusive Rate: USD $8.90/hr
Maria
Candidate ID: 252309
ADVANCED
-
Real Estate, Property Management, Sales, Administrative Support...
INTERMEDIATE
-
Customer Service, Bookkeeping...
Median Rate
$8.90
$9.85
if $1 = PHP52
$11.68
if $1 = PHP40
Currency Fluctuation Range
*includes service fee. Please note that hourly rates are linked to the exchange rate, and fluctuate slightly from month to month.
**Please note that hourly rates are linked to the exchange rate and fluctuate slightly from month to month.
Employment Preferences
(inclusive of service fee)
*Plus GST for Australian Businesses
Full Time: $USD 8.90 per hour or $USD 1542.73 per month
Remote Staff Recruiter Comments
Technical & Industry Experience:
- Gem has been working remotely since 2017 and is well-acquainted with the demands of virtual collaboration.
- Her real estate admin background includes tasks such as preparing lease agreements, handling renewals and rent increases, coordinating with tenants and landlords, and managing compliance documentation.
- She is adept at using platforms such as PropertyMe, PropertyTree, and other complementary tools like InspectRealEstate, Inspect Express, and PriceFinder.
- Although she has limited experience handling rent allocations within real estate contexts, she is confident with basic bookkeeping due to her academic background in accountancy and her prior experience using Xero.
- She is available to start immediately.
Strongest Behaviors
- Private, serious, introspective, and reserved. Takes time to connect to and trust new people.
- Focused; can concentrate on the task at hand for long periods. Quickly notices and understands technical matters more than social ones. Consistent and patiently thoughtful.
- Works at a steady, unwavering pace; most comfortable with familiar processes, environments, and co-workers. Doesn’t easily change.
- Unhurried and deliberate, stable and will do things using the established process; finds it difficult to change these systems. Dependable, consistent and needs familiar environments and coworkers to be most productive.
- Cooperative, easy-going, and agreeable in getting along with others. A focused, uncritical listener who won’t “rock the boat.”
Maria Gema is thoughtful, disciplined, and particularly attentive to, careful of, and accurate with the details involved in the job. Identifies problems, and enjoys solving them, particularly within their area of expertise. Works at a steady, even pace, leveraging their background for the betterment of the team, company, or customer.
A modest and unassuming person, they work autonomously in their area of expertise. When working outside of that area, their drive is to seek specialized knowledge by finding definitive answers from written resources, authoritative management, or established subject-matter experts. Is most effective and productive when they work within or close to their specialty and experience, and prefers to stick to the proven way. If it becomes necessary for to initiate or adopt change, she will need to see cold, hard, evidence to prove that the new way is proven, complete, and yields high-quality results. In addition, they’ll carefully plan the implementation to minimize problems and maximize results.
Employment History
VA Office Admin Assistant
Industry:
Property / Real Estate
Employment Period:
May 2022 to February 2025 (33 Months)
Duties and Responsibilities:
- Preparing signup packs and lease renewals for lease properties
- Provided clerical support to company employees by copying and filing documents.
- Created and updated digital files to maintain current accurate and compliant documents.
- Email arrears reminders to tenantsProcessing invoices
Real Estate Admin Virtual Assistant
Industry:
Property / Real Estate
Employment Period:
January 2019 to November 2024 (70 Months)
Duties and Responsibilities:
- Provided administrative support to real estate agents and property managers, managing multiple transactions simultaneously.
- Created and updated property listings, ensuring accuracy across.
- Assisted with contract preparation and document management, ensuring compliance with state regulations.
- Managed CRM systems and led client communication.
- Coordinated appointment scheduling and follow-ups, reducing administrative time by 15%.
VA - Lead Generation
Industry:
Entertainment / Media
Employment Period:
October 2018 to July 2019 (9 Months)
Duties and Responsibilities:
- Opened new accounts and documented personal, demographic and payment information in system.
- Educated customers on product and service benefits, explaining features and answering questions.
- Pitched products and services to potential customers, securing new deals and sales opportunities.
- Collaborated with marketing teams to develop and execute promotional strategies.
- Set up appointments with interested customers according to schedule availability.
VA - Customer Service
Industry:
Apparel
Employment Period:
April 2017 to June 2019 (26 Months)
Duties and Responsibilities:
- Outgoing calls and emails to current customers and asked openminded questions to determine needs.
- Developed lasting relationships with customers, which helped to bring in additional business opportunities.
- Developed and maintained user documentation to establish product understanding.
Customer Service/Travel Agent
Industry:
Travel / Tourism
Employment Period:
August 2014 to May 2017 (33 Months)
Duties and Responsibilities:
- Responsible for the sales order process-taking orders, discussing customers requirements and providing knowledgeable advice regarding their flight itenrary.
- Responsible for ensuring that customer enquiries are resolved at first point of contact.
- Promoting company’s products and services to customers.
- Handling objections professionally Issuing refunds or compensation to customers.
Education History
Field of Study:
Finance/Accountancy/Banking
Major:
Accountancy
Graduation Date:
March 31, 2001
Located In:
Philippines
License and Certification: :
N/A
Skills
ADVANCED ★★★
-
Real Estate, Property Management, Sales, Administrative Support, Administrative Skills,
INTERMEDIATE ★★
-
Customer ServiceBookkeeping
Work at Home Capabilities:
- Internet Bandwidth: Between 5mbps to 100mbps
- Working Environment: Private Room
- Speed Test Result: N/A
- Internet Type: Fiber
- Hardware Type: Laptop
- Brand Name: N/A
- Processor: N/A
- Operating System: Windows 11
*includes service fee. Please note that hourly rates are linked to the exchange rate, and fluctuate slightly from month to month.
**Please note that hourly rates are linked to the exchange rate and fluctuate slightly from month to month.
Task 5: Research
Most admin assistants, especially those based in the Philippines, are fluent in English. Thus, they can research current industry trends and potential business opportunities on your behalf.
Your admin assistant can also verify existing data for accuracy.
Task 6: Travel Arrangements
Finally, your admin assistant can book your flights, hotels, and rental cars on your behalf.
You can also depend on them to research travel options and manage or adjust schedules as needed.
Having a good admin assistant can improve your work-life balance – so long as you’re clear about what you need.
Have them master these six initial tasks first. Once they get used to your workflow, you can give them more responsibilities and autonomy.
Join the growing number of AU business owners who are freeing up their time and energy thanks to admin assistants from the Philippines – with the help of Remote Staff.
For more information, call us today or request a call back now.
Syrine is studying law while working as a content writer. When she’s not writing or studying, she engages in tutoring, events planning, and social media browsing. In 2021, she published her book, Stellar Thoughts.
