Virtual Executive Assistant
New
M
Manila RecruitmentImmigration law
Location: Philippines; Work from Home, Monday to Friday 9:00 AM - 5:00 PM ESTContractExecutive
Salary not disclosed
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Job Details
- Languages
- Excellent spoken and written English.
- Experience
- Minimum 3 years of Executive Assistant experience
- Required Skills
- Microsoft Excel
Requirements
- Have a minimum of 3 years of Executive Assistant experience supporting a CEO, COO, business owner, managing partner, or other senior executive.
- Have experience supporting a U.S.-based executive or company.
- Demonstrate excellent spoken and written English.
- Have experience managing executive calendars and email.
- Bring strong organizational and time-management skills, professional judgment, and discretion.
- Demonstrate written communication and documentation skills, follow-through, and attention to detail.
- Be able to handle confidential and sensitive information.
- Be able to prioritize competing demands and anticipate needs proactively.
- Be comfortable communicating with senior professionals and external business contacts.
- Be able to work independently in a remote environment during agreed U.S. EST business hours.
- Preferred: experience in a law firm or professional services, preferably supporting law firm executives.
- Preferred: proficiency with Microsoft 365, Outlook, Teams, Word, Excel, PowerPoint, Zoom, and Adobe Acrobat.
Responsibilities
- Own and maintain the COO’s calendar, identify scheduling conflicts, and coordinate meetings across time zones.
- Monitor and organize the COO’s inbox, flag urgent matters, draft authorized correspondence, and track follow-ups.
- Maintain priorities, commitments, deadlines, and delegated assignments; prepare priority summaries and escalate overdue work.
- Schedule meetings, prepare agendas and background materials, take notes when requested, and document decisions and action items.
- Coordinate with attorneys, employees, candidates, vendors, consultants, referral partners, and other external contacts.
- Coordinate recruiting interviews, candidate scheduling, employee onboarding logistics, and vendor meetings.
- Research vendors, software, candidates, business partners, and operational issues, and summarize findings.
- Support operational projects and process improvements; maintain project trackers, reports, and executive dashboards.
- Draft and format correspondence, reports, presentations, agendas, and internal documents; organize electronic files and confidential records.
- Coordinate business travel and provide administrative support for the COO’s recurring obligations.
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