Executive Assistant to COO – Immigration & Federal Practice Firm

The Executive Assistant will provide high-level executive and operational support to the Chief Operating Officer (COO) of a top immigration & federal practice firm based in the US. This firm specializes in legal services for individuals, families, and businesses, including visas, green cards, citizenship applications, and divorce proceedings. The organization has over two decades of experience and is recognized for its strong track record in successfully guiding clients through complex legal processes.

The role involves serving as a trusted partner to the COO, ensuring their time is protected and priorities remain organized. The Executive Assistant will manage the COO’s calendar, inbox, meetings, travel, communications, and day-to-day administrative commitments across multiple time zones. This includes tracking priorities, action items, deadlines, and delegated tasks, ensuring commitments are followed through and issues are escalated when necessary.

The EA will also coordinate with attorneys, employees, candidates, vendors, and external partners, supporting research, projects, process improvements, documentation, and executive reporting.

Duties and Responsibilities:

Executive Calendar & Inbox Management

• Own and maintain the COO’s calendar, including internal meetings, external appointments, interviews, vendor calls, and business commitments.
• Proactively identify scheduling conflicts and protect appropriate focus and preparation time.
• Coordinate meetings across multiple time zones.
• Monitor and organize the COO’s email inbox.
• Flag urgent matters and communications requiring executive attention.
• Draft routine correspondence and responses when authorized.
• Track messages and requests requiring follow-up so important matters are not overlooked.

Executive Priorities & Follow-Through

• Maintain a centralized list of the COO’s priorities, commitments, deadlines, and delegated assignments.
• Prepare concise daily or weekly priority summaries.
• Track action items assigned during meetings and follow up with responsible team members.
• Identify stalled projects or overdue deliverables and escalate appropriately.
• Help ensure decisions and commitments result in completed action rather than remaining open items.

Meeting Management

• Schedule and coordinate leadership, employee, vendor, candidate, and external meetings.
• Prepare agendas and gather relevant documents or background information.
• Attend meetings when requested and take clear, organized notes.
• Document decisions, assignments, and deadlines.
• Distribute follow-up items and monitor completion.

Internal & External Coordination

• Communicate professionally with attorneys, employees, candidates, vendors, consultants, referral partners, and other outside contacts.
• Obtain updates from team members on behalf of the COO.
• Coordinate recruiting interviews and candidate scheduling.
• Support employee onboarding logistics and internal meetings.
• Coordinate vendor proposals, follow-up, and meetings.
• Serve as a professional point of contact while appropriately protecting the COO from unnecessary interruptions.

Research & Special Projects

• Research vendors, software, services, candidates, business partners, and operational issues.
• Summarize findings into concise, decision-ready information.
• Assist with operational projects and process-improvement initiatives.
• Maintain project trackers, reports, and executive dashboards as needed.
• Help organize SOPs, policies, and internal documentation.

Document & Information Management

• Draft and format professional correspondence, reports, presentations, agendas, and internal documents.
• Maintain organized electronic files and confidential executive records.
• Coordinate electronic signatures and document circulation when authorized.
• Ensure important information can be located quickly and accurately.
• Maintain strict confidentiality regarding firm, employee, financial, and client-related information.

Travel & Administrative Support

• Coordinate business travel, accommodations, transportation, itineraries, and conference logistics when required.
• Manage reminders, appointments, and recurring executive obligations.
• Provide limited personal administrative assistance when it directly supports the COO’s ability to remain focused on firm responsibilities.