Executive Assistant

5 days ago

Antipolo, Philippines Emma of Torre.ai Full time

Executive Assistant (Healthcare Legal Services) – A130 Full‑time role with Pearl Talent. You’ll drive global talent solutions and shape operational excellence. Compensation: Hidden Location: Remote: Philippines Mission of Pearl Talent: Our job doesn’t end when a talent has joined your team. We ensure that they’re fully integrated and actively contributing to your company’s growth. If a hire doesn’t meet your expectations, we’ll work with you to understand why and replace them at no additional cost. What makes you a strong candidate: Proficient in SharePoint, Scheduling, Microsoft Teams, Microsoft Outlook, Inbox management. +3 years experience in Executive assistance. Responsibilities Core Responsibilities Calendar & Scheduling Management – 25% Manage internal and client‑facing scheduling for attorneys, partners, and team meetings. Maintain shared calendars and coordinate cross‑department schedules. Use Calendly and Microsoft Outlook to streamline availability and meeting logistics. Inbox & Communication Management – 20% Monitor operations inboxes to ensure timely responses and proper task routing. Maintain a professional tone consistent with firm communication standards. Support attorney correspondence and leadership communications as needed. Billing, Invoicing & Administrative Support – 20% Support billing workflows using Clio or equivalent practice management systems. Track billable hours, expenses, and ensure timely client follow‑ups. Maintain documentation and reconcile billing procedures. Operational & Project Coordination – 15% Collaborate with the Operations Manager on internal initiatives and vendor relations. Track firm priorities and tasks in Asana. Coordinate event logistics, retreats, and firm‑wide projects. Meeting Preparation & Follow‑Up – 10% Prepare agendas, take meeting notes, and assign follow‑up tasks. Track progress and confirm completion timelines in Asana. Document & Data Management – 10% Maintain and organize digital filing systems in Microsoft SharePoint and Teams. Ensure operational documents are up‑to‑date and version‑controlled. Requirements Must‑Have (Required): 3+ years of experience in administrative, executive assistant, or operations support roles. Proven experience in scheduling, inbox management, and billing workflows. Strong written and verbal English communication skills. Exceptional organization and attention to detail. Ability to manage multiple deadlines in fast‑paced environments. Professional discretion and confidentiality. Employment type: Full‑time | Seniority level: Associate | Job function: Administrative | Industries: Staffing and Recruiting #J-18808-Ljbffr

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