Executive Assistant - B086 (SR)

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. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund.

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About the Client

A US immigration law firm that helps corporations, professionals, investors, and entrepreneurs secure the right visa for their situation is looking for an Executive Assistant to support its Managing Partner across scheduling, correspondence, client coordination, and firm operations.

The firm handles business, investor, and family-based immigration matters. Its cases depend on accurate documents, tracked filing deadlines, and timely follow-up with clients, attorneys, and paralegals.
About the Role

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.

Requirements

- Must-Have

- 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