We are seeking a highly organized and proactive individual to join our team as a Virtual Executive Assistant providing support to the Chief Operating Officer (COO)/Legal Counsel. We pride ourselves on our international work culture, where kindness, transparency, and clear communication are not just buzzwords – they’re our way of life. As an integrator, I value high performance and efficiency, but I also believe in providing the support and guidance needed for every team member to excel. If you’re passionate about legal services, case management, or contract management and you’re ready to make a real impact, then I want to hear from you.
Key Responsibilities:
Inbox Management:
Efficiently manage the COO’s email inbox, sorting, prioritizing, and responding to emails as necessary.
Legal Support:
Assist in reviewing contracts, drafting proposals, and following up on contract-related matters.
Maintain organized records of legal documents and correspondence.
Financial Reporting:
Collaborate with the bookkeeper to gather data for monthly invoicing.
Collect information from department heads for cost estimation and financial reporting to the CFO.
Communication and Coordination:
Liaise with the CEO’s Executive Assistant and department heads to ensure seamless communication and task coordination.
Act as a liaison between the COO and team members, conveying messages and updates as required.
Document Management:
Organize and file attachments from emails, including contracts and invoices, in designated storage systems.
Maintain a well-organized digital filing system for efficient document retrieval.
Project Management:
Assist in scheduling meetings, tracking deadlines, and documenting project-related information.
Task and To-Do List Management:
Manage the COO’s task list and prioritize activities to ensure timely completion.
Utilize task management tools to track progress and align tasks with business objectives.
Soft Skills:
High emotional intelligence and professionalism.
Proactive and strategic thinking.
Tech-savvy with a strong attention to detail.
Commitment to meeting deadlines and maintaining confidentiality.
Technical Requirements:
Proficiency in MS Office and tech-savvy with office management tools.
Ability to make independent decisions and manage projects effectively.
Excellent communication skills, both written and verbal.
Access to your own computer and reliable internet connection.
Work 8 a.m. to 4 p.m. EST – Monday through Friday
Qualifications:
Bachelor’s Degree.
Previous experience in executive assistance or project management roles.
Proficiency in legal services or contract management is advantageous.
Previous experience in a legal or administrative role is a plus.
Please provide a copy of your current resume/CV (containing dates of employment) with a list of references.
Provide a video recording – and answer these 3 questions: What is your experience in remote working? What tools do you use when working remotely? How long have you been working as an executive assistant and legal assistant? The video should be no more than 2 minutes in length.
APPLY FOR THIS JOB:
Company: Insomnia Visuals
Name: Elizabeth A. Smith
Email: