Executive Secretary with Paralegal Expertise

1 day ago

Antipolo City, Calabarzon, Philippines beBeeAdministrative Full time ₱53,000 - ₱80,500
Job Posting

We are seeking a highly skilled Executive Secretary to support C-level executives. This role requires strong administrative expertise, particularly in paralegal duties and law firm operations.

Duties and Responsibilities
  • Prepare, proofread, and organize legal documents, including contracts, NDAs, and memos
  • Store, manage, and maintain confidential case files and data
  • Coordinate with legal counsel and firm staff on case progress and requirements
  • Manage calendars, schedule meetings, and coordinate appointments across multiple time zones
  • Monitor projects, conduct team communications, and organize company or case data
  • Handle sensitive information with discretion and confidentiality
  • Manage email inboxes, reply to correspondence, and flag priority messages
  • Conduct client communication via phone and email for scheduling, updates, and general inquiries
  • Assist in tracking deadlines, hearing schedules, and deliverables
  • Create and send client invoices, track payments, and record expenses
  • Assist in preparing payroll and tracking billable hours
  • Gather and synthesize data on industry trends and research for executive reports and presentations
  • Prepare detailed itineraries, book travel arrangements for business or legal purposes
  • Ensure all bookings align with client preferences and schedules
  • Update and maintain data in CRM platforms and case management tools
  • Support marketing campaigns by organizing lead/client data
  • Upload documents to online platforms, maintain profiles, and manage online presence
  • Create presentations and summarize documents for executive briefings
  • Perform various administrative tasks as needed
Requirements
  • Minimum 3 years of experience as an Executive Secretary, preferably supporting C-level executives
  • Background or experience working in a law firm or handling paralegal duties is preferred
  • Bachelor's degree or certificate in paralegal studies, business administration, or related field (required)
  • Excellent English communication skills, both written and verbal (at least B2 level)
  • Strong phone, email, and instant messaging communication skills
  • Outstanding organizational and time management skills
  • Tech-savvy and experienced with cloud platforms, remote communication tools, and legal systems
  • Proficient in Microsoft Office and Google Workspace (Docs, Sheets, Calendar, Gmail, Drive)
  • Familiarity with CRMs, case management software, or project tools is a plus
  • Proactive, detail-oriented, and comfortable working independently
  • Will work flexible hours aligned with U.S. business hours

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