Senior Administrative Specialist

1 day ago

Iloilo City, Western Visayas, Philippines beBeeAdministrative Full time $50,000 - $70,000

Job Title: Senior Administrative Specialist

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  • Support the overall efficiency of the law firm by ensuring clients receive high-quality service and legal professionals have the resources they need to focus on their cases.
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Key Responsibilities:

  • 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, current job descriptions across departments, and firm-wide policies, systems, and procedures.
  • Maintain confidential digital files and folders in a secure and organized structure.
  • Ensure compliance tracking for attorney licensing, bar memberships, malpractice insurance, vendor payments, and annual firm obligations.
  • Liaise with the bookkeeper for monthly payroll for W-2 and contract team members, invoicing support and internal financial communications, and monitoring budget and cash flow visibility.
  • Execute special projects and follow-through tasks assigned by the CEO.
  • Coordinate cross-functional priorities with team leads and attorneys.
  • Schedule internal strategy sessions, performance check-ins, and departmental updates.
  • Compile weekly operational reports for the CEO—firm KPIs, staffing, open tasks, cash position, etc., by coordinating with team leads.
  • Lead assigned initiatives or pilots by the CEO.
  • Support tool research and implementation projects.
  • Collaborate with part-time assistants or external vendors under CEO direction.

The Craft and Expertise You'll Bring:

  • Bachelor's Degree
  • 3+ years of proven experience as an Executive Assistant, or in a similar administrative role supporting senior leadership. Experience in a law firm will be highly regarded.
  • Excellent skills in Excel; ability to create reports, charts, graphs, including reporting tools.
  • Excellent project management skills; ensuring projects are met from conception to completion.
  • Ability to influence and make sound judgement decisions.
  • Team player with the ability to influence others in making ethical and sound decisions.
  • Excellent communication skills, especially in client-facing interactions and cross-functional collaboration.
  • Highly organized and detail-oriented with strong time management and prioritization skills.
  • High level of confidentiality and discretion
  • Self-motivated and comfortable working autonomously in a remote setting.
  • Available to work during US business hours | Monday-Friday
  • Basic bookkeeping.
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