Virtual Executive Assistant (Hybrid Setup)

We are looking for a Virtual Executive Assistant that would be a part of one of the leading international law firms in the Philippines.

He or she would be responsible for providing a wide range of secretarial, administrative, and ad hoc projects for Executive Leadership and Professional Legal Support groups.

Key Responsibilities:

Administrative

• Manage calendars and ensure that all activities and markers are up to date

Arrange meetings, conferences, and other internal and external activities; book conference rooms and venues; and coordinate with all parties involved

• Plan and prepare all travel-related needs (i.e. flights/trains, hotels, cars, itinerary, etc.)

Plan and organize workflow to comply with established time constraints in order to meet deadlines

• Create and maintain contact information and email distribution lists

Liaise with business support groups for and on behalf of the stakeholder allocations

• Carry out assigned projects effectively and on a timely basis

Work in an organized and efficient manner, have excellent attention to detail, and be familiar with the resources available

• Manage any other duties as reasonably requested by all stakeholder allocations and service leadership teams Communication

Operate multi-line telephones in order to address/relay incoming, outgoing, and intra-system calls; and direct them to the appropriate parties and employees

• Handle phone calls for and on behalf of the allocation, responding as appropriate and/or ensuring that all messages are passed on in a timely manner

Draft or revise routine letters, memos, reports, e-mails, etc., in proper Company style and format; proofread and edit content and correspondences to correct grammar, spelling, and punctuation; produce and transcribe dictation

• Assist with projects and logistics arrangements that are being led by the allocations through internal/external coordination with various groups

Plan and organize workflow to comply with established time constraints per request/allocation, to ensure to meet deadlines

• Prioritize, manage multiple assignments and communicate the status and progress of assignments in a timely manner

Use effective systems to ensure that both short and long term tasks are completed within the required timelines

Technical:

• Manage expenses on Chrome River / Elite 3E

Demonstrate proficiency in the use of the Firm's software programs including but not limited to Microsoft Applications (Outlook, Word, Excel, PowerPoint), iManage, Chrome River, Cisco Telephone System, Intranet Navigation, and the use of office equipment such as PDF Scanners, copiers, and video conferencing units

• Identify, solve, or report technical problems for immediate resolution

Relationship Management

• Use good judgment at all times; ask follow up questions if instructions are unclear, efficiently communicate feedback, concerns, issues, and workarounds

Show excellent attention to detail and have a thorough knowledge of department and Firm procedures and resources, and uphold and utilize these

Qualifications:

• 2 5 years of relevant work experience as a Remote / Executive / Administrative Assistant.

Excellent written and oral communication skills

• Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint

Excellent interpersonal skills with the ability to balance being an individual contributor and a team player

• Trustworthy in managing and handling confidential matters and information

Is able to remain calm under pressure and work with tight deadlines

• Excellent organization and coordination skills; comfortable managing priorities from multiple parties

Excellent telephone manner and competent knowledge of telephone system

• Strong scheduling management and consistent follow-through capabilities

Willing to work in a HYBRID SETUP

Willing to work in Makati CityWilling to work in a shifting schedule

Job Type: Full-time

Benefits:

• Company events

Discounted lunch

• Health insurance

Paid training

• Pay raise

Transportation service provided
Schedule:

• Afternoon shift

Day shift

• Night shift

Rotational shift
Supplemental pay types:

• 13th month salary

Yearly bonus

Education:

• Bachelor's (Preferred)

Experience:

• Executive Assistant: 2 years (Preferred)

* Calendar Management: 2 years (Preferred)