Virtual Executive Assistant to the COO - #35257

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.

This 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.

The 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.

Duties and Responsibilities

Executive Calendar & Inbox Management

• Own and maintain the COO’s calendar, including internal meetings, external appointments, interviews, vendor calls, and business commitments.
• Proactively identify scheduling conflicts and protect appropriate focus and preparation time.
• Coordinate meetings across multiple time zones.
• Monitor and organize the COO’s email inbox.
• Flag urgent matters and communications requiring executive attention.
• Draft routine correspondence and responses when authorized.
• Track messages and requests requiring follow-up so important matters are not overlooked.

Executive Priorities & Follow-Through

• Maintain a centralized list of the COO’s priorities, commitments, deadlines, and delegated assignments.
• Prepare concise daily or weekly priority summaries.
• Track action items assigned during meetings and follow up with responsible team members.
• Identify stalled projects or overdue deliverables and escalate appropriately.
• Help ensure decisions and commitments result in completed action rather than remaining open items.

Meeting Management

• Schedule and coordinate leadership, employee, vendor, candidate, and external meetings.
• Prepare agendas and gather relevant documents or background information.
• Attend meetings when requested and take clear, organized notes.
• Document decisions, assignments, and deadlines.
• Distribute follow-up items and monitor completion.

Internal & External Coordination

• Communicate professionally with attorneys, employees, candidates, vendors, consultants, referral partners, and other outside contacts.
• Obtain updates from team members on behalf of the COO.
• Coordinate recruiting interviews and candidate scheduling.
• Support employee onboarding logistics and internal meetings.
• Coordinate vendor proposals, follow-up, and meetings.
• Serve as a professional point of contact while appropriately protecting the COO from unnecessary interruptions.

Research & Special Projects

• Research vendors, software, services, candidates, business partners, and operational issues.
• Summarize findings into concise, decision-ready information.
• Assist with operational projects and process-improvement initiatives.
• Maintain project trackers, reports, and executive dashboards as needed.
• Help organize SOPs, policies, and internal documentation.

Document & Information Management

• Draft and format professional correspondence, reports, presentations, agendas, and internal documents.
• Maintain organized electronic files and confidential executive records.
• Coordinate electronic signatures and document circulation when authorized.
• Ensure important information can be located quickly and accurately.
• Maintain strict confidentiality regarding firm, employee, financial, and client-related information.

Travel & Administrative Support

• Coordinate business travel, accommodations, transportation, itineraries, and conference logistics when required.
• Manage reminders, appointments, and recurring executive obligations.
• Provide limited personal administrative assistance when it directly supports the COO’s ability to remain focused on firm responsibilities.

Requirements

Must-have Skills/Qualification

• Minimum 3 years of Executive Assistant experience supporting a CEO, COO, business owner, managing partner, or other senior executive.
• Experience supporting a U.S.-based executive or company
• Excellent spoken and written English.
• Demonstrated experience managing executive calendars and email.
• Exceptional organizational and time-management skills.
• Strong professional judgment and discretion.
• Excellent written communication and documentation skills.
• Ability to handle confidential and sensitive information.
• Strong follow-through and attention to detail.
• Ability to prioritize multiple competing demands.
• Ability to anticipate needs rather than waiting for instructions.
• Comfortable communicating with senior professionals and external business contacts.
• Ability to work independently in a remote environment, solve problems proactively, and operate effectively without micromanagement during agreed US EST business hours
• Demonstrated integrity, honesty, and reliability.
• Service-oriented mindset with a strong commitment to supporting executive needs.
• Ability to work effectively with people from diverse backgrounds and cultures.

Preferred Qualifications But Not Required

• Law firm or professional-services experience, preferably supporting executives within a law firm.
• Background in business operations or administration.
• Proficiency in Microsoft 365, Outlook, Teams, Word, Excel, PowerPoint, Zoom, and Adobe Acrobat.
• Project-management and task-management software.
• AI productivity tools.
• Recruiting and interview coordination.
• Vendor management.
• Preparation of executive summaries and meeting briefs.
• Experience with CRM systems.
• Bilingual capabilities, particularly Spanish or French.

Job Type: Independent Contract

Employment Type: Full time

Work Schedule: Monday to Friday 9:00 AM - 5:00 PM EST (includes 45-minute lunch break)

Location: Work from Home

Industry: Immigration Law Firm