Executive Assistant - B086 (SR)

Job description

About this role

Work From Anywhere in LATAM and the Philippines Work Schedule: US Time zone, EST | 9:00 AM – 5:00 PM (Monday–Friday) | Overlap with US business hours About Pearl Talent Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU.

Responsibilities

• - Manage the Managing Partner's calendar, including client consultations, partner meetings, and personal commitments.
• - Find availability across multiple calendars and confirm meeting logistics, dial-ins, and materials.
• - Flag and resolve scheduling conflicts and double-bookings.
• - Triage the Managing Partner's email and handle or delegate non-priority items.
• - Draft follow-up emails after consultations covering discussion points, filing options, and next steps.
• - Prepare cost breakdowns, document requests, and status updates using call transcripts and her notes.
• - Draft internal communications and firm announcements on her behalf.
• - Request intake documents before consultations, such as passport bio pages, CVs, and immigration status evidence.
• - Collect supporting materials for active cases, including financial records, business documents, employer letters, and LCAs.
• - Track case status, filing deadlines, and status-expiration dates, and flag time-sensitive items.
• - Update case and contact records in Salesforce.
• - Prepare agendas and briefing materials for client calls, partner meetings, and strategy sessions.
• - Record and send meeting minutes with decisions, action items, owners, and deadlines.
• - Pull pipeline, billing, and production data from firm reports and summarize it before partner reviews.
• - Research visa category requirements, procedural questions, and filing logistics.
• - Screen and prioritize requests directed to the Managing Partner.
• - Coordinate with attorneys, paralegals, and admin staff to keep matters moving.

Qualifications and requirements

• - 2+ years of experience as an Executive Assistant or Personal Assistant supporting a partner, executive, or attorney
• - Hands-on calendar and inbox management in Microsoft 365 (Outlook, Teams, SharePoint)
• - Experience updating records and running reports in Salesforce or a comparable CRM
• - Experience drafting client-facing emails and correspondence on behalf of an executive
• - Experience preparing meeting agendas, briefing materials, and meeting minutes with action items
• - Experience scheduling and hosting meetings in Zoom and Microsoft Teams
• - C1+ English (CEFR), written and spoken, for direct communication with US clients and attorneys
• - Prior experience at a law firm, especially in US immigration law
• - Familiarity with US visa categories (e.g., H-1B, L-1, O-1, EB-5) and supporting documents such as LCAs
• - Experience using call-recording or transcription tools such as Attention, Gong, or Fireflies
• - Experience with a legal document or case management system