Virtual Executive Assistant

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Provide comprehensive executive and operational support to the COO.

• Manage and oversee the COO’s calendar, which includes scheduling meetings, appointments, interviews, vendor calls, and other business commitments.

• Recognize scheduling conflicts and facilitate meetings across various time zones.

• Supervise and organize the COO’s inbox, flagging urgent issues, drafting approved correspondence, and tracking follow-ups.

• Keep centralized lists of priorities, commitments, deadlines, and tasks assigned to others.

• Prepare daily or weekly summaries of priorities and monitor the completion of meeting action items.

• Identify stalled projects or overdue deliverables and escalate as necessary.

• Arrange meetings for leadership, employees, vendors, candidates, and external parties.

• Create agendas, collect background materials, attend meetings upon request, take notes, and document decisions and deadlines.

• Distribute follow-up items and ensure their completion.

• Communicate with attorneys, employees, candidates, vendors, consultants, referral partners, and other external stakeholders.

• Coordinate recruiting interviews, candidate scheduling, employee onboarding logistics, vendor proposals, follow-ups, and meetings.

• Conduct research on vendors, software, services, candidates, business partners, and operational issues; summarize findings for informed decision-making.

• Assist in operational projects and process enhancements.

• Maintain project trackers, reports, executive dashboards, SOPs, policies, and internal documentation.

• Draft and format correspondence, reports, presentations, agendas, and internal documents.

• Organize electronic files and maintain confidential executive records.

• Coordinate electronic signatures and document circulation as authorized.

• Arrange business travel, accommodations, transportation, itineraries, and conference details.

• Manage reminders, appointments, and recurring obligations of the executive.

• Provide limited personal administrative support to the COO’s firm responsibilities.

• Support a U.S.-based immigration and federal practice firm that offers legal services for visas, green cards, citizenship applications, and divorce proceedings.

⛳️ Requirements

• At least 3 years of experience as an Executive Assistant supporting a CEO, COO, business owner, managing partner, or other senior executives.

• Experience working with a U.S.-based executive or organization.

• Excellent proficiency in spoken and written English.

• Proven experience in managing executive calendars and email communications.

• Outstanding organizational and time-management skills.

• Strong professional judgment and discretion.

• Excellent written communication and documentation capabilities.

• Ability to handle confidential and sensitive information responsibly.

• Strong follow-through and attention to detail.

• Capability to prioritize multiple competing demands effectively.

• Ability to anticipate needs without waiting for instructions.

• Comfortable interacting with senior professionals and external business contacts.

• Ability to work independently in a remote setting, proactively solve problems, and function effectively without micromanagement during agreed U.S. EST business hours.

• Demonstrated integrity, honesty, and reliability.

• Service-oriented mindset with a strong dedication to supporting executive needs.

• Ability to collaborate effectively with individuals from diverse backgrounds and cultures.

• Preferred but not mandatory: experience in a law firm or professional services, a background in business operations or administration, proficiency in Microsoft 365, Outlook, Teams, Word, Excel, PowerPoint, Zoom, Adobe Acrobat, project management and task management software, AI productivity tools, recruiting and interview coordination, vendor management, executive summaries and meeting briefs, CRM systems, and bilingual capabilities, particularly in Spanish or French.

🏝️ Benefits

• Competitive salary and performance-based bonuses.

• Health, dental, and vision insurance.

• Flexible work schedule with remote work opportunities.

• Professional development and training programs.

• Paid time off and holidays.