Professional Paralegal Support Specialist

2 days ago

Caloocan City, National Capital Region, Philippines beBeeAdministrative Full time $880 - $17,550
Executive Assistant - Paralegal Role

We are seeking a highly skilled and experienced Executive Assistant to join our team. The ideal candidate will have a strong background in paralegal work, with excellent organizational and communication skills.

Job Description:

The successful candidate will be responsible for preparing, proofreading, and organizing legal documents, such as contracts, NDAs, and memos. They will also store, manage, and maintain legal files and confidential case documents. Additionally, they will coordinate with legal counsel or firm staff on case progress and requirements.

In terms of executive-level assistance, the successful candidate will manage calendars, schedule meetings, and coordinate appointments across multiple time zones. They will monitor internal projects, conduct team communications, and organize company or case data. They will also handle sensitive and confidential information with discretion.

The role requires exceptional client & case coordination skills, including managing legal or executive inboxes, replying to emails, following up on correspondence, and flagging priority messages. The successful candidate will also conduct client communication via phone and email for scheduling, updates, and general inquiries. They will assist in tracking case deadlines, hearing schedules, and deliverables.

Financial & reporting tasks will include creating and sending client invoices, tracking payments, and recording expenses. The successful candidate will also assist in preparing payroll and tracking billable hours. Furthermore, they will gather and synthesize data on trends, industry practices, and legal research for executive reports and presentations.

Travel & logistics responsibilities will involve preparing detailed itineraries, booking flights, hotels, and transportation for business or legal travel. The successful candidate will ensure all bookings align with client preferences and schedules.

CRM & systems management duties will include updating and maintaining data in CRMs and case or project management platforms. The successful candidate will support marketing and business development campaigns by organizing and inputting lead/client data.

Content & communication management responsibilities will involve uploading documents or media to online platforms, maintaining profiles, and managing online reputation. The successful candidate will create presentations and summarize documents for executive briefings.

Ad hoc tasks may include handling a variety of admin, operational, or legal-related support tasks as needed.

Qualifications:
  • Minimum 3 years' experience as an Executive Assistant, preferably supporting C-level executives.
  • Background or experience working in a law firm or handling paralegal duties is highly preferred.
  • Bachelor's degree or certificate in paralegal studies, business admin, or any related course (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 (e.g., Clio, MyCase), or project tools (e.g., Trello, Asana) is a plus.
  • Proactive, detail-oriented, and comfortable working independently.
  • Willing to work on a graveyard shift aligned with U.S. business hours.

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