The Hardest and Most Rewarding Parts of My Job as One of Olivia Professional Solutions' Admin Team Members

By: A Talent Matching & Retention Coordinator's Perspective (Gini Ordoyo, Olivia Professional Solution's Talent Matching & Retention Coordinator)

Working behind the scenes at a Virtual Assistant agency may not always sound glamorous—but it is meaningful in ways I never imagined. As the Talent Matching and Retention Coordinator at Olivia Professional Solutions, I have the privilege and responsibility of ensuring that we don’t just connect clients with Virtual Assistants—we build long-term partnerships that are rooted in alignment, trust, and purpose.

A Day in the Life: More Than Matching

Each day, I handle a variety of moving parts. I respond to inquiries from both clients and virtual assistants, ensure all candidate pairings are on track, and monitor the progress of upcoming interviews and onboarding sessions.

What drives me is the understanding that every email, every meeting, every update I push forward affects someone’s career and someone’s business. That’s what makes my role more than a checklist. It’s a mission.

I also actively work on improving our systems and keeping up with industry best practices to ensure we deliver the kind of service that’s not only efficient but truly transformational—for both our clients and the virtual assistants we serve.

The Hardest Parts of My Role

There are days when the job weighs heavy. One of the toughest moments for me is hitting a wall when trying to find the right VA match for a client—especially when I know how much the applicants need the work to support their families. It’s a constant balancing act between advocating for our VAs and making sure we uphold the high standards our clients expect. As someone who gets to know each applicant—their hopes, challenges, and personal circumstances—it’s emotionally difficult to turn away someone who’s doing their best to land a job they deeply need.

There’s also the fear that sits quietly in the background: the possibility that a match you’ve worked so hard to put together might not work out. Whether it’s the VA resigning or a client voicing dissatisfaction, it’s heartbreaking. It’s a reminder that even the most carefully considered decisions can have unpredictable outcomes—because we’re working with people, and people are complex.

But even in difficult times, I see every challenge as an opportunity to show up for both parties. I take pride in finding ways to support our clients in seeing the value in their VAs, and I’m always ready to give our VAs a gentle push when they need it—especially during tough days.

The Heartwarming Wins That Make It All Worth It

But for every tough moment, there’s a deeply rewarding one. It’s in the smiles, the grateful messages, and the success stories that remind me why I do what I do.

I’ll never forget one particular match: a candidate who was last on a client’s preference list, barely asked a single question during the interview. But instead of shrinking, the VA confidently took the floor and asked thoughtful, relevant questions about the client’s business. That simple act of initiative changed everything—and he ended up being the one hired. Today, they’re still working smoothly together!

There’s also a unique kind of joy when a client says, “I don’t know who to choose—they’re all amazing.” That means I did something right. And when I see how excited our VAs get when they’re chosen, I know that my small part in their journey matters.

On a personal note, hearing our CEO and Manager of Operations tell me they trust me in this role fills me with a quiet kind of pride. It’s not just about being good at my job—it’s about knowing I’m helping keep our mission alive.

What I’ve Learned Along the Way

Professionally and personally, this role has been a constant teacher. This job has taught me that there is always more to learn—not just from tasks, but from the people we work with. And every interaction is a chance to learn something new. Whether it’s a client sharing their business goals or a VA opening up about their dreams, there’s something deeply human about the work we do.

It’s also taught me the importance of adaptability. I often tell our VAs: wear the right hat for the moment. That means presenting yourself differently depending on who you're speaking with—while still being authentic. Communication is not just about talking; it’s about connecting, and that’s something I strive to do in every interaction.

Working in this industry has only deepened my respect for Filipino talent. Remote work gives us freedom and flexibility—but it also demands resilience, discipline, and initiative. What you said in your interview will be tested in real work. And our VAs? They show up. They deliver. And I couldn’t be prouder to help them get there.

Representing the Philippines on a Global Stage

There’s something incredibly fulfilling about knowing I’m part of a Filipina-founded agency helping Home Care businesses succeed. Olivia Professional Solutions isn’t just another VA agency—as far as I know, we’re the first to specialize in the Home Care Industry, and that focus allows us to truly understand and support a niche that desperately needs reliable, compassionate, and competent support.

As a Filipino, I carry not only my own pride but the pride of our community. I do my best to let our clients see the true strengths of our VAs—not just in resumes, but in potential. When I see a client happy with their VA, I feel a shared win—for the VA, for the client, and for the Philippines.

Why I Keep Showing Up

This job isn’t easy, but it is deeply meaningful. For as long as there are aspiring Virtual Assistants who want to create better lives for themselves and families, and for as long as there are Home Care Agencies looking for trusted help, I will be here—ready to listen, match, support, and cheer people on.

I’m honored to be part of this mission. And I hope that in some small way, the work I do continues to create ripples of impact that go far beyond a single match.

Ready to Make a Difference—Not Just Do a Job?

If you’re an aspiring Filipino Virtual Assistant with a heart for service, a drive for excellence, and a dream to build a better future—for yourself and those you love—we want to meet you.

👉 Apply now at www.oliviapros.ph and become part of something bigger.

Because here, every match matters—and so do you.