High-Level Administrative Professional

1 week ago

Dasmariñas, Calabarzon, Philippines beBeeAdminstrator Full time $63,000 - $84,000

Job Overview

The Executive Assistant plays a pivotal role in ensuring the smooth operation of the law firm. This position requires exceptional skills in administration, executive support, and project management.

Your Role

As an Executive Assistant to the CEO, you will be expected to demonstrate clarity, urgency, and confidence every day. You must be proactive, fast-moving, and able to troubleshoot and solve problems effectively.

Key Responsibilities

  • Administrative & Executive Support:
    • Manage the CEO's calendar, including client consultations, legal deadlines, family events, team check-ins, and high-level meetings.
    • Oversee email inbox management, triage messages, draft responses, prioritize communication, and track follow-ups.
    • Prepare and maintain firm-wide legal, HR, and executive documents, including onboarding materials for new hires and firm-wide policies, systems, and procedures (PSPs).
  • CEO & Project Operations:
    • Execute special projects and follow-through tasks assigned by the CEO.
    • Coordinate cross-functional priorities with team leads and attorneys.
  • Office and Vendor Oversight:
    • Track firm subscriptions, legal software renewals, and contract obligations.
    • Maintain master records of vendor contacts, payment terms, and key renewals.
  • Technology and Systems Management:
    • Software Proficiency: Use practice management software, case management systems, and document storage tools effectively.
    • Technology Support: Provide basic IT support related to software used in the office and coordinate with IT for tech issues.
  • Onboarding:
    • Coordinate with IT to get logins set up for new hires and ensure HR CRM data is properly entered.
    • Conduct introductory sessions with new hires and hand them off to department administrators.
  • Supervisory Responsibilities:
    • Ensure projects assigned by the CEO are properly managed.
    • Coordinate with Team Heads in confirming attorney appearances and timely updates from the CEO.
  • Personal Assistant Duties:
    • Manage personal scheduling, medical appointments, family activities, school functions, household maintenance visits, and personal commitments in harmony with the CEO's calendar.
    • Coordinate with personal vendors and service providers, including travel agents, caterers, event planners, contractors, domestic staff, and other service providers as needed.
    • Handle personal errands and purchases, gifts, household items, returns/exchanges, subscriptions, and online ordering.
    • Manage family document organization, including personal legal/medical documents, school forms, passports, visa renewals, and insurance policies.

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