Executive Assistant – Senior

This is a fully remote position, open to applicants in Philippines, +3 more countries.

📋 Description

• Oversee the Managing Partner's calendar, which includes scheduling client consultations, partner meetings, and personal engagements.

• Coordinate the availability of multiple calendars and confirm meeting logistics, including dial-ins and necessary materials.

• Identify and address scheduling conflicts and instances of double-booking.

• Manage the Managing Partner's email, addressing or delegating non-urgent items.

• Compose follow-up emails post-consultations that outline discussion points, filing options, and next steps.

• Prepare cost breakdowns, document requests, and status updates utilizing call transcripts and notes.

• Draft internal communications and firm announcements on behalf of the Managing Partner.

• Request intake documents such as passport bio pages, CVs, and evidence of immigration status.

• Gather supporting materials for active cases, including financial records, business documents, employer letters, and Labor Condition Applications (LCAs).

• Monitor case status, filing deadlines, and expiration dates, and highlight time-sensitive items.

• Update case and contact information in Salesforce.

• Create agendas and briefing materials for client calls, partner meetings, and strategic sessions.

• Record and distribute meeting minutes that include decisions, action items, responsible parties, and deadlines.

• Extract pipeline, billing, and production data from firm reports and summarize it for partner reviews.

• Conduct research on visa category requirements, procedural inquiries, and filing logistics.

• Screen and prioritize requests directed to the Managing Partner.

• Collaborate with attorneys, paralegals, and administrative staff to ensure matters progress smoothly.

⛳️ Requirements

• Over 2 years of experience as an Executive Assistant or Personal Assistant supporting a partner, executive, or attorney.

• Proficient in calendar and inbox management using Microsoft 365, including Outlook, Teams, and SharePoint.

• Experienced in updating records and generating reports in Salesforce or a similar CRM system.

• Skilled in drafting client-facing emails and correspondence on behalf of an executive.

• Competent in preparing meeting agendas, briefing materials, and meeting minutes that include action items.

• Familiar with scheduling and facilitating meetings using Zoom and Microsoft Teams.

• C1+ English proficiency (CEFR), both written and spoken, for direct communication with US clients and attorneys.

• Previous experience at a law firm, particularly in US immigration law, is preferred.

• Knowledge of US visa categories such as H-1B, L-1, O-1, and EB-5, along with supporting documents like LCAs, is preferred.

• Experience with call-recording or transcription tools, such as Attention, Gong, or Fireflies, is preferred.

• Familiarity with a legal document or case management system is preferred.

🏝️ Benefits

• Competitive salary commensurate with experience and skills.

• Fully remote work from any location.

• Team incentives and recognition for maintaining 100% CRM accuracy and timely reporting.

• Generous paid time off (PTO) in accordance with company policy.

• Health maintenance organization (HMO) coverage after 3 months for full-time employees based in the Philippines.

• Direct mentorship from international industry experts.

• Access to ongoing learning and development resources.

• Opportunities for global networking.