Executive Assistant

Our US Partner stands out as one of the most esteemed real estate and estate planning firms in New York City. Their team comprises top-rated real estate attorneys and estate planning professionals, equipped with extensive knowledge, resources, and connections to assist clients in achieving their goals and planning for the future.

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our Managing Partners. This position requires a detail-oriented, tech-savvy individual with excellent communication skills to coordinate calendars, manage correspondence, and assist with various administrative tasks. The ideal candidate will thrive in a fast-paced environment, manage multiple priorities, and have experience with AI tools like ChatGPT, Grammarly, and Mixo.

This is a full-time role, on a US shift and on an Onsite (Cebu-based) set-up.

If you have the right skill set, this may be your opportunity to enter this fast-growing organization.

Responsibilities:

Scheduling and Calendar Management:

• Efficiently manage the calendars of the Managing Partners, ensuring all meetings, appointments, and deadlines are accurately scheduled.
• Send timely reminders and reschedule appointments as necessary, ensuring no conflicts.
• Coordinate travel arrangements and prepare itineraries as required.

Communication and Coordination:

• Act as the primary point of contact between the Managing Partners and internal staff, clients, vendors, and external contacts.
• Handle incoming emails, phone calls, and other forms of communication with professionalism and discretion.
• Draft and edit correspondence, ensuring clarity and professionalism.
• Manage follow-up actions and ensure timely responses to all queries.

Administrative Support:

• Assist with day-to-day administrative tasks, including document preparation, filing, and data entry.
• Maintain and update office files, records, and databases as required.
• Assist in preparing presentations, reports, and other materials for meetings.
• Handle special projects as directed by the Managing Partners.

Technology & AI Tools Proficiency:

• Leverage AI tools such as ChatGPT, Grammarly, and Mixo to improve efficiency, accuracy, and communication.
• Stay updated with the latest AI and tech trends to streamline processes and improve team performance.
• General Organizational Support:
• Organize and maintain files and documentation, both digital and physical, in an orderly and accessible manner.
• Support the Managing Partners with time management and task prioritization to ensure deadlines are met.
• Collaborate effectively with team members and assist with internal projects as needed.

Skills and Qualifications:

Experience:

• Proven experience as an executive assistant or in a similar administrative role.
• Prior experience in a fast-paced work environment preferred.
• Familiarity with scheduling software and calendar management tools.

Skills:

• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with AI tools (e.g., ChatGPT, Grammarly, Mixo) is a plus.

Other Requirements:

• Ability to work independently, prioritize tasks, and meet deadlines.
• Positive, professional attitude with a strong work ethic and a proactive approach to problem-solving.
• Ability to handle sensitive and confidential information with discretion.
• Flexible and adaptable to changing priorities and needs.