[Hiring] Executive Assistant @Pearl

Role Description

This role works directly with the Managing Partner every day. The hire will own her calendar and inbox, draft client follow-ups after consultations, collect intake and case documents, track filing and status-expiration deadlines, and prepare meeting materials and minutes. Success means the Managing Partner spends her time on clients and firm strategy, no deadline or follow-up is missed, and case records in Salesforce stay current.

Core Responsibilities

• Calendar & Schedule Management:
  • 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.
• Inbox & Correspondence:
  • 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.
• Client & Case Coordination:
  • 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.
• Meeting Support & Reporting:
  • 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 & Firm Liaison:
  • 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

• 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.

Nice-to-Have

• 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.

Benefits

• Competitive Salary: Based on experience and skills.
• Remote Work: Fully remote—work from anywhere.
• Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting.
• Generous PTO: In accordance with company policy.
• Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees.
• Direct Mentorship: Guidance from international industry experts.
• Learning & Development: Ongoing access to resources for professional growth.
• Global Networking: Connect with professionals worldwide.

Our Recruitment Process

• Application
• Screening
• Skills Assessment
• Topgrading Interview
• Client Interview
• Job Offer
• Client Onboarding

Ready to Join Us?

If you’re empathetic, organized, and passionate about improving patient experiences through operational excellence, this role is for you. Apply now to help make specialized healthcare more accessible to patients across the U.S.