Senior Executive Assistant to Firm Leadership (US Law Firm | Remote)

About Us

Outsourced.ph is a leading ISO certified Philippines offshore outsourcing company that provides dedicated remote staff to some of the world's leading international companies. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work environment where all staff can thrive. As an Outsourced staff member, you will enjoy a fun and friendly working environment, competitive salaries, opportunities for growth and development, work-life balance, and the chance to share your passion with a team of over 1000 talented professionals.

Role Summary

The Offshore High-Level Executive Assistant / Executive Operations Coordinator will support the Chief Growth Officer and Principal Attorney with calendar management, task tracking, meeting preparation, follow-up, inbox organization, document coordination, and executive-level administrative support.

This is not a basic virtual assistant role. The right candidate must be able to manage competing priorities, anticipate needs, protect leadership time, and keep moving pieces organized without constant hand-holding.

Key Responsibilities

Executive Calendar & Schedule Management

• Manage calendars for firm leadership, including meetings, reminders, deadlines, and scheduling conflicts.

• Protect focus time and help leadership stay on schedule throughout the day.

• Coordinate internal meetings, vendor calls, interviews, follow-ups, and recurring leadership touchpoints.

• Confirm appointments, send reminders, and make sure participants have the information needed in advance.

Task, Project & Follow-Up Management

• Maintain leadership task lists and follow-up trackers.

• Track open items from meetings and make sure next steps are assigned, documented, and followed through.

• Help organize priorities across operations, marketing, HR, recruiting, vendor management, and administrative projects.

• Escalate stalled items or missed deadlines promptly and professionally.

Inbox, Communication & Information Flow

• Assist with inbox organization, message triage, drafting simple responses, and flagging priority items.

• Prepare concise summaries of emails, meetings, documents, and action items.

• Communicate professionally with vendors, candidates, internal team members, and external contacts.

• Maintain clean, organized records of decisions, deadlines, and pending requests.

Meeting Preparation & Executive Support

• Prepare agendas, notes, briefing materials, and follow-up summaries.

• Attend selected meetings to capture action items and circulate recaps.

• Coordinate materials needed for leadership meetings, interviews, vendor evaluations, and internal projects.

• Support travel, event, training, and logistical planning as needed.

Administrative & Operational Support

• Organize digital files, documents, templates, SOPs, and leadership materials.

• Assist with data entry, spreadsheet updates, reporting support, and vendor coordination.

• Help maintain recurring checklists, dashboards, and administrative workflows.

• Handle confidential firm and personnel information with strict discretion.

Required Qualifications

• Prior experience as an Executive Assistant, Senior Virtual Assistant, Chief of Staff Assistant, Operations Assistant, or similar executive support role.

• Experience supporting U.S.-based executives, owners, attorneys, professional services leaders, or high-accountability teams.

• Excellent written and verbal English communication skills.

• Strong calendar management, task management, and follow-up skills.

• High discretion and comfort handling confidential business, personnel, and client-adjacent information.

• Ability to work independently, anticipate needs, and ask smart clarifying questions.

• Strong technology skills, including email, calendar tools, spreadsheets, cloud storage, video meetings, and project management platforms.

• Reliable internet connection, quiet professional remote work environment, and meaningful U.S. Pacific Time overlap.

Highly Desired Qualifications

•  Experience in professional services / legal / finance environments 

•  Familiarity with Zoom, RingCentral, Clio, Asana, Calendly, CRM systems, or similar platforms.

•  Experience supporting multiple executives or complex priorities 

•  Exposure to operations, recruiting coordination, or vendor management

Success Traits

• Executive-minded: understands how to protect leadership time and reduce noise.

• Organized: keeps calendars, tasks, files, and follow-ups clean and current.

• Proactive: spots gaps before they become problems.

• Calm under pressure: can manage shifting priorities without becoming scattered.

• Discreet: treats confidential information as non-negotiable.

• Clear communicator: writes concise updates and escalates early.

• Accountable: owns assignments through completion.

• Polished: represents leadership and the firm professionally.

Communication Expectations

• Provide brief daily or weekly status updates as directed.

• Use clear subject lines, organized notes, and concise summaries.

• Confirm deadlines and priorities when unclear.

• Escalate scheduling conflicts, missed follow-ups, and urgent matters promptly.

• Maintain a professional tone with leadership, vendors, candidates, and internal team members.

Work Arrangement: Home-Based

Work Schedule: Tuesday- Saturday 11:00pm - 8am Manila Time

Must Have atleast 20mbps internet connection

Note: As part of our recruitment process, we conduct a background check on all hired candidates. Please ensure that all required documents are prepared and submitted promptly.

By clicking on the "I'm Interested" button I hereby allow Outsourced Quality Assured Services, Inc. ("Outsourced") to store and collect my personal information for the purposes of employment application. As such, I agree and authorize Outsourced to collect, store, or continue to use my personal information for the above-stated purpose, and to retain my personal information for a period of 1 year, and for these purposes only.