Chief Administrative Officer

1 day ago

Paranaque City, Calabarzon, Philippines beBeeAdministrative Full time ₱53,000 - ₱80,500
Job Description

An Executive Assistant with Paralegal/Law Firm experience plays a vital role in supporting our team. The incumbent will provide legal and administrative support, manage calendars and schedule meetings, coordinate internal projects, and handle sensitive and confidential information.

Duties and Responsibilities:
  • Document Preparation: Prepare, proofread, and organize legal documents such as contracts, NDAs, and memos.
  • File Management: Store, manage, and maintain legal files and confidential case documents.
  • Communication and Coordination: Coordinate with legal counsel or firm staff on case progress and requirements.
  • Calendar Management: Manage calendars, schedule meetings, and coordinate appointments across multiple time zones.
  • Project Monitoring: Monitor internal projects, conduct team communications, and organize company or case data.
  • Confidentiality: Handle sensitive and confidential information with discretion.
  • Email Management: Manage legal or executive inboxes: reply to emails, follow up on correspondence, and flag priority messages.
  • Client Communication: Conduct client communication via phone and email for scheduling, updates, and general inquiries.
  • Case Tracking: Assist in tracking case deadlines, hearing schedules, and deliverables.
  • Invoicing and Expenses: Create and send client invoices, track payments, and record expenses.
  • Payroll and Billing: Assist in preparing payroll and tracking billable hours.
  • Research and Analysis: Gather and synthesize data on trends, industry practices, and legal research for executive reports and presentations.
  • Travel Arrangements: Prepare detailed itineraries, book flights, hotels, and transportation for business or legal travel.
  • Booking Confirmation: Ensure all bookings align with client preferences and schedules.
  • Data Entry and Management: Update and maintain data in CRMs and case or project management platforms.
  • Marketing Support: Support marketing and business development campaigns by organizing and inputting lead/client data.
  • Online Presence: Upload documents or media to online platforms, maintain profiles, and manage online reputation.
  • Presentation and Summarization: Create presentations and summarize documents for executive briefings.
  • Administrative Tasks: Handle a variety of admin, operational, or legal-related support tasks as needed.
Required Skills and Qualifications
  • Proven experience as an Executive Assistant with Paralegal/Law Firm experience.
  • Excellent communication, organizational, and time management skills.
  • Able to maintain confidentiality and handle sensitive information with discretion.
  • Proficient in Microsoft Office Suite, particularly Word, Excel, and Outlook.
  • Familiarity with CRM software and project management platforms.
  • Ability to work independently and as part of a team.
Benefits
  • Competitive salary and benefits package.
  • Ongoing training and professional development opportunities.
  • Collaborative and dynamic work environment.
  • Opportunities for growth and advancement.
Others

This is a full-time position with regular working hours. Occasional evening or weekend work may be required.

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