Personal Assistant to US-Based Business Owner (Night Shift)

Job Description

Job Type: Full-time, Permanent Location: Remote (Philippines) Work Schedule: Shift: Night Shift / Graveyard (Mon–Fri) Core Hours: 9:00 PM – 6:00 AM PH Time (9:00 AM – 6:00 PM US Eastern Time) Flexibility: Occasional evening/weekend availability required for time-sensitive requests (within a 9:00 PM – 10:00 AM PH window). About The Role We are seeking an experienced Personal Assistant to serve as the main point of coordination for a US-based business owner. This is a detail-heavy, high-trust role where you will manage medical appointments, calendars, vendor outreach, purchasing, and day-to-day administrative tasks. Nothing should fall through the cracks. Appointments, invoices, reminders, and requests need to keep moving proactively without being chased. The ideal candidate is highly organized, an excellent communicator, proactive, dependable, and comfortable taking ownership of tasks from start to finish. Key Responsibilities Medical Coordination: Schedule and confirm appointments, track medical follow-ups, liaise directly with US medical offices, and manage related invoices. Calendar & Time Zone Management: Review and update a live calendar daily, verify time zone conversions, and apply established reminder standards. Communication & Follow-Through: Perform daily check-ins on outstanding items, monitor email/text/WhatsApp, and maintain a clear running list of open projects. Purchasing & Vendor Coordination: Process invoices, source and purchase personal items or gifts, and execute weekly furniture sourcing calls and outreach. Travel Coordination: Collaborate with designated contacts to confirm detailed travel itineraries and logistics as needed. Requirements & Qualifications Experience: Prior experience as a Personal or Executive Assistant supporting a business owner, executive, or family directly. Medical coordination experience is a strong plus. Schedule Match: Proven experience comfortably working night shift / graveyard schedules on a long-term basis. Discretion: High level of confidentiality handling sensitive medical, financial, and personal information. Communication: Confident, professional written and verbal English communication skills for outreach to US offices and vendors. Organization: Highly organized and detail-oriented, with the ability to manage multiple appointments, calendars, invoices, reminders, and ongoing tasks while ensuring nothing falls through the cracks. Problem-Solving: Proactive and resourceful, with strong follow-through and the ability to anticipate needs, resolve issues independently, and keep tasks moving without constant supervision. Time Management: Strong ability to prioritize tasks, manage deadlines, coordinate schedules across time zones, and consistently follow established processes and reminders. Technical Setup: Reliable high-speed internet, backup power/connection option, and a quiet home environment suited to night-shift work. Time Tracking: Comfortable working with time-tracking software and reporting hours accurately and transparently. Technical Skills & Tools Proficient in Google Workspace/Microsoft 365 , email, calendars, and spreadsheets. Familiar with Zoom, WhatsApp, task management, and time-tracking tools . Comfortable using online purchasing, scheduling, and web-based platforms . Pay: From Php70,000.00 per month Benefits Work from home Application Question(s): How many years of experience do you have as a Personal Assistant (PA), Executive Assistant (EA), or Virtual Assistant (VA) supporting US-based clients? Please specify the type of client(s) you directly supported and the main responsibilities you handled. Which tools or platforms have you used for calendar management, communication, task management, purchasing, medical coordination, travel arrangements, and time tracking? Please list the tools you have hands-on experience with. This role involves handling sensitive personal, medical, and financial information. If a friend, colleague, or another person asks you about something you have seen or heard while working with the client, how would you respond? Are you comfortable working a long-term night shift aligned with US Eastern Time, approximately 9:00 PM–6:00 AM Philippine Time, with occasional evening or weekend availability for time-sensitive requests within the 9:00 PM–10:00 AM PH window? When are you available to start, and what is your expected monthly salary in PHP? Work Location: Remote