Executive Assistant – Senior

Catena

. Manage the Managing Partner's calendar, including client consultations, partner meetings, and personal commitments .

Posted 9/19/2026full-timeRemote • Philippines, Colombia, Mexico, Dominican RepublicJuniorMid-LevelWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in calendar and inbox management, client communication, and document preparation within a legal context. Proficient in utilizing Microsoft 365 and Salesforce for efficient administrative support and case management.

Highest-signal resume keywords

Calendar ManagementEmail ManagementSalesforce ExperienceUS Immigration Law FamiliarityMeeting Coordination

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementEmail DraftingDocument PreparationMeeting Minutes RecordingCase Status TrackingReport GenerationVisa Category ResearchTranscription Tool UsageClient CommunicationAction Item Management

Soft Skills

Organizational SkillsProblem-SolvingCommunication SkillsAttention to DetailTime Management

Tools & Technologies

Microsoft 365SalesforceZoomMicrosoft TeamsSharePointAttentionGongFireflies

Industry Keywords

US Immigration LawVisa CategoriesLegal Document ManagementCase ManagementClient Consultations

About the role

Key responsibilities & impact

Manage the Managing Partner's calendar, including client consultations, partner meetings, and personal commitments
Coordinate availability across multiple calendars and confirm meeting logistics, dial-ins, and materials
Identify 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 notes
Draft internal communications and firm announcements on the Managing Partner's behalf
Request intake documents 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 administrative staff to keep matters moving

Requirements

What you’ll need

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, including Outlook, Teams, and 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, preferred
Familiarity with US visa categories such as H-1B, L-1, O-1, and EB-5, and supporting documents such as LCAs preferred
Experience using call-recording or transcription tools such as Attention, Gong, or Fireflies preferred
Experience with a legal document or case management system preferred

Benefits

Comp & perks

Competitive salary based on experience and skills
Fully remote work from anywhere
Team incentives and recognition for maintaining 100% CRM hygiene and on-time reporting
Generous PTO in accordance with company policy
HMO coverage after 3 months for full-time employees based in the Philippines
Direct mentorship from international industry experts
Ongoing learning and development resources
Global networking opportunities