Executive Assistant

Highlights

• Competitive compensation and benefits packages
• Continuous professional development and learning opportunities
• Regular engagement activities and events

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EXECUTIVE ASSISTANT
Work for our global clients and immerse in our rich and diverse company culture where you can thrive, grow and be #DecidedlyDifferent

Role Overview
We are looking for an
Executive Assistant
to be part of our team.

• This position is ideal for someone who is highly organized, can follow clear systems, and thrives on helping a team stay efficient, responsive, and client-focused. This role will be responsible for ensuring lead flow, file preparation, onboarding readiness, and communication channels are handled accurately and on time.

Main Responsibilities
Lead Management & Rejections

• Draft and send templated rejection emails to non-qualified leads within 24-48 hours
• Accurately tag and update lead status in Lead Docket
• Log reasons for disqualification to support monthly reporting and marketing review
• Handle basic rejections over the phone (using the firms standard scripting)
• Track follow-ups for leads awaiting documents or clarification and escalate when needed.

Filevine & Document Prep Support

• Upload all necessary client documents into Filevine and Dropbox.
• Prepare and organize intake files for the legal team, ensuring all required fields are complete
• Assist with Filevine task lists, especially intake-to-onboarding transitions
• Ensure checklists and tasks are marked complete before passing files forward
• Double-check that new client projects are complete before team handoff (Filevine audit-style reviews)

Client Onboarding Preparation

• Ensure all client intake forms, ID, accident details, and contact info are received and saved
• Verify accuracy of info before moving files from Qualified to Onboarding
• Cross-check that retainer package has been sent and signed
• Track intake progress in coordination with the Team Lead to prevent missed steps or delays
• Follow up on any incomplete files to ensure onboarding can proceed smoothly.

Communication & CRM Monitoring

• Respond to incoming messages from Zoho, Meta (Facebook/Instagram DMs), and website chat
• Ensure that all CRM leads and messages are tagged, responded to, and either rejected or escalated
• Reply to low-level inquiries using pre-approved templates or FAQs
• Forward any urgent or unclear messages to the Team Lead
• Monitor Call Rail voicemail and missed calls and ensure return contact is made when appropriate

Inbox & Scheduling Support

• Monitor and manage shared intake and marketing inboxes (including flags, follow-ups, and filtering)
• Ensure all messages are responded to within set turnaround times
• Confirm scheduled appointments or reschedules based on lead preferences or team direction
• Track referral sources from inbound emails and correctly tag them in Lead Docket

Marketing Task Assistance

• Inbox management
• Monitor shared marketing inboxes or forms and triage requests (e.g., sponsorships, speaking opportunities, media inquiries).
• Draft weekly marketing meeting agendas based on team priorities, open projects, and leadership input.
• Manage and coordinate calendars for marketing leadership, including internal meetings, video shoots, podcast sessions, and deadlines.
• Track to-dos and unresolved issues from previous meetings to include as agenda items.
• Monitor social media inboxes (Meta Business Suite) and log leads or questions
• Help organize marketing files (testimonials, blog graphics, stats) in shared folders
• Provide simple reports on campaign lead volume or source attribution (as directed)

Requirements

• At least 2 years of experience as an executive assistant or in a similar role
• Strong communication skills.
• Background in sales is preferred (cross-selling, persuasion).
• General knowledge of marketing tools and social media management.
• Must be willing to work night shifts (US timezones).
• Willing to work on a Hybrid set up and the site is at 8th Robinsons Bridgetowne - Zeta Tower, Quezon City.