{"id":1598153,"url":"https://alion.io/job/manila-recruitment-virtual-executive-assistant","title":"Virtual Executive Assistant","company":{"id":1582,"name":"Manila Recruitment","domain":"manilarecruitment.com","url":"https://alion.io/company/manila-recruitment","size_band":null,"is_staffing_agency":true,"employer_type":"agency","is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":{"grade":"B","score":75,"open_postings":10,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":47,"computed_at":"2026-10-23T05:54:15Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Philippines"],"countries":["PH"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":9500,"max_usd":19000,"period":"year","method":"role_country_seniority_unknown","sample_n":89},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Outlook","optional":true}],"status":"live","first_seen_at":"2026-10-01T18:30:03Z","employer_posted_date":"2026-10-01","last_verified_at":"2026-10-23T15:40:53Z","board_verified":true,"closed_at":null,"days_open":21,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":21},"description":"Our client is a top immigration & federal practice firm based in the US. They provide legal services supporting individuals, families, and businesses with matters such as visas, green cards, citizenship applications, and divorce proceedings. Our client is dedicated to helping families and businesses navigate the complexities of U.S. immigration law.\nThis is a great opportunity to join a well-established firm with over two decades of experience in U.S. immigration law. The organization is recognized for its strong track record in successfully guiding clients through complex legal processes with a high level of success. You will be part of a diverse, multicultural team that values respect, collaboration, and empathy.\nThe Executive Assistant will provide high-level executive and operational support to the COO, serving as a trusted partner who protects the COO’s time and keeps priorities organized. The role will oversee the COO’s calendar, inbox, meetings, travel, communications, and day-to-day administrative commitments across multiple time zones. The EA will track priorities, action items, deadlines, and delegated tasks, ensuring commitments are followed through and issues are escalated when necessary. The role will also coordinate with attorneys, employees, candidates, vendors, and external partners while supporting research, projects, process improvements, documentation, and executive reporting.\nDuties and Responsibilities:\nExecutive Calendar & Inbox Management\nOwn and maintain the COO’s calendar, including internal meetings, external appointments, interviews, vendor calls, and business commitments.\nProactively identify scheduling conflicts and protect appropriate focus and preparation time.\nCoordinate meetings across multiple time zones.\nMonitor and organize the COO’s email inbox.\nFlag urgent matters and communications requiring executive attention.\nDraft routine correspondence and responses when authorized.\nTrack messages and requests requiring follow-up so important matters are not overlooked.\nExecutive Priorities & Follow-Through\nMaintain a centralized list of the COO’s priorities, commitments, deadlines, and delegated assignments.\nPrepare concise daily or weekly priority summaries.\nTrack action items assigned during meetings and follow up with responsible team members.\nIdentify stalled projects or overdue deliverables and escalate appropriately.\nHelp ensure decisions and commitments result in completed action rather than remaining open items.\nMeeting Management\nSchedule and coordinate leadership, employee, vendor, candidate, and external meetings.\nPrepare agendas and gather relevant documents or background information.\nAttend meetings when requested and take clear, organized notes.\nDocument decisions, assignments, and deadlines.\nDistribute follow-up items and monitor completion.\nInternal & External Coordination\nCommunicate professionally with attorneys, employees, candidates, vendors, consultants, referral partners, and other outside contacts.\nObtain updates from team members on behalf of the COO.\nCoordinate recruiting interviews and candidate scheduling.\nSupport employee onboarding logistics and internal meetings.\nCoordinate vendor proposals, follow-up, and meetings.\nServe as a professional point of contact while appropriately protecting the COO from unnecessary interruptions.\nResearch & Special Projects\nResearch vendors, software, services, candidates, business partners, and operational issues.\nSummarize findings into concise, decision-ready information.\nAssist with operational projects and process-improvement initiatives.\nMaintain project trackers, reports, and executive dashboards as needed.\nHelp organize SOPs, policies, and internal documentation.\nDocument & Information Management\nDraft and format professional correspondence, reports, presentations, agendas, and internal documents.\nMaintain organized electronic files and confidential executive records.\nCoordinate electronic signatures and document circulation when authorized.\nEnsure important information can be located quickly and accurately.\nMaintain strict confidentiality regarding firm, employee, financial, and client-related information.\nTravel & Administrative Support\nCoordinate business travel, accommodations, transportation, itineraries, and conference logistics when required.\nManage reminders, appointments, and recurring executive obligations.\nProvide limited personal administrative assistance when it directly supports the COO’s ability to remain focused on firm responsibilities.\nRequirements\nMust-have Skills/Qualification:\nMinimum 3 years of Executive Assistant experience supporting a CEO, COO, business owner, managing partner, or other senior executive.\nExperience supporting a U.S.-based executive or company\nExcellent spoken and written English.\nDemonstrated experience managing executive calendars and email.\nExceptional organizational and time-management skills.\nStrong professional judgment and discretion.\nExcellent written communication and documentation skills.\nAbility to handle confidential and sensitive information.\nStrong follow-through and attention to detail.\nAbility to prioritize multiple competing demands.\nAbility to anticipate needs rather than waiting for instructions.\nComfortable communicating with senior professionals and external business contacts.\nAbility to work independently in a remote environment, solve problems proactively, and operate effectively without micromanagement during agreed US EST business hours\nDemonstrated integrity, honesty, and reliability.\nService-oriented mindset with a strong commitment to supporting executive needs.\nAbility to work effectively with people from diverse backgrounds and cultures.\n Preferred Qualifications But Not Required:\nLaw firm or professional-services experience, preferably supporting executives within a law firm.\nBackground in business operations or administration.\nProficiency in Microsoft 365, Outlook, Teams, Word, Excel, PowerPoint, Zoom, and Adobe Acrobat.\nProject-management and task-management software.\nAI productivity tools.\nRecruiting and interview coordination.\nVendor management.\nPreparation of executive summaries and meeting briefs.\nExperience with CRM systems.\nBilingual capabilities, particularly Spanish or French.\nJob Type: Independent Contract\nEmployment Type: Full time\nWork Schedule: Monday to Friday 9:00 AM - 5:00 PM EST (includes 45-minute lunch break)\nLocation: Work from Home\nIndustry: Immigration Law Firm","description_format":"text","description_chars":6470,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"Spanish","level":"All levels","optional":true},{"language":"English","level":"All 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