Virtual Executive Assistant

Job description

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 dateArrange meetings, conferences, and other internal and external activities; book conference rooms and venues; and coordinate with all parties involvedPlan 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 deadlinesCreate and maintain contact information and email distribution listsLiaise with business support groups for and on behalf of the stakeholder allocationsCarry out assigned projects effectively and on a timely basisWork in an organized and efficient manner, have excellent attention to detail, and be familiar with the resources availableManage any other duties as reasonably requested by all stakeholder allocations and service leadership teams CommunicationOperate multi-line telephones in order to address/relay incoming, outgoing, and intra-system calls; and direct them to the appropriate parties and employeesHandle phone calls for and on behalf of the allocation, responding as appropriate and/or ensuring that all messages are passed on in a timely mannerDraft 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 dictationAssist with projects and logistics arrangements that are being led by the allocations through internal/external coordination with various groupsPlan and organize workflow to comply with established time constraints per request/allocation, to ensure to meet deadlinesPrioritize, manage multiple assignments and communicate the status and progress of assignments in a timely mannerUse effective systems to ensure that both short and long term tasks are completed within the required timelines

Technical:

Manage expenses on Chrome River / Elite 3EDemonstrate 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 unitsIdentify, 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 workaroundsShow 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 skillsAdvanced knowledge of Microsoft Word, Outlook, Excel, PowerPointExcellent interpersonal skills with the ability to balance being an individual contributor and a team playerTrustworthy in managing and handling confidential matters and informationIs able to remain calm under pressure and work with tight deadlinesExcellent organization and coordination skills; comfortable managing priorities from multiple partiesExcellent telephone manner and competent knowledge of telephone systemStrong scheduling management and consistent follow-through capabilitiesWilling to work in a HYBRID SETUPWilling to work in Makati CityWilling to work in a shifting schedule