Virtual Executive Assistant

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

📋 Description

• Deliver high-level executive and operational assistance to the COO as a reliable partner.

• Oversee and manage the COO’s calendar, encompassing meetings, appointments, interviews, vendor calls, and business obligations.

• Recognize scheduling conflicts and safeguard focus and preparation time.

• Organize meetings across various time zones.

• Supervise and structure the COO’s email inbox, highlight urgent issues, draft authorized communications, and track follow-ups.

• Maintain centralized lists of priorities, commitments, deadlines, delegated tasks, and action items.

• Compile daily or weekly priority summaries and escalate stalled projects or overdue deliverables.

• Schedule and coordinate leadership, employee, vendor, candidate, and external meetings.

• Prepare agendas, collect background materials, attend meetings upon request, take notes, document decisions, and ensure follow-up completion.

• Interact with attorneys, employees, candidates, vendors, consultants, referral partners, and other external contacts.

• Manage recruiting interviews, candidate scheduling, employee onboarding logistics, internal meetings, and vendor proposals.

• Research vendors, software, services, candidates, business partners, and operational issues; summarize findings for decision-making.

• Assist with operational projects, process-improvement initiatives, project trackers, reports, executive dashboards, SOPs, policies, and internal documentation.

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

• Keep organized electronic files and confidential executive records; facilitate electronic signatures and document circulation.

• Coordinate business travel, accommodations, transportation, itineraries, and conference logistics.

• Manage reminders, appointments, recurring executive commitments, and limited personal administrative tasks supporting the COO’s firm responsibilities.

⛳️ Requirements

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

• Experience assisting a U.S.-based executive or company.

• Proficient in spoken and written English.

• Proven experience managing executive calendars and email.

• Outstanding organizational and time-management abilities.

• Strong professional judgment and discretion.

• Excellent written communication and documentation skills.

• Capability to handle confidential and sensitive information.

• Strong follow-through and meticulous attention to detail.

• Ability to prioritize multiple competing demands effectively.

• Proactive in anticipating needs rather than waiting for instructions.

• Comfortable interacting with senior professionals and external business contacts.

• Capable of working independently in a remote environment, solving problems proactively, and operating effectively without micromanagement during agreed US EST business hours.

• Exhibit integrity, honesty, and reliability.

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

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

• Preferred but not required: experience in a law firm or professional services environment, ideally supporting executives within a law firm.

• Preferred but not required: background in business operations or administration.

• Preferred but not required: proficiency in Microsoft 365, Outlook, Teams, Word, Excel, PowerPoint, Zoom, and Adobe Acrobat.

• Preferred but not required: experience with project-management and task-management software.

• Preferred but not required: familiarity with AI productivity tools.

• Preferred but not required: experience in recruiting and interview coordination.

• Preferred but not required: vendor management experience.

• Preferred but not required: preparation of executive summaries and meeting briefs.

• Preferred but not required: experience with CRM systems.

• Preferred but not required: bilingual capabilities, especially in Spanish or French.

🏝️ Benefits

• Competitive salary and performance-based bonuses.

• Comprehensive health, dental, and vision insurance.

• Generous paid time off and holidays.

• Opportunities for professional development and growth.

• Flexible work arrangements and a supportive remote working environment.