Executive Assistant

TechNerds Solutions


Date: 2 days ago
City: Quezon City
Contract type: Full time
Highlights

  • Competitive compensation and benefits packages
  • Continuous professional development and learning opportunities
  • Regular engagement activities and events


_____________________________________________________

EXECUTIVE ASSISTANT

Work for our global clients and immerse in our rich and diverse company culture where you can thrive, grow and be #DecidedlyDifferent!

Role Overview

We are looking for an Executive Assistant to be part of our team.

  • This position is ideal for someone who is highly organized, can follow clear systems, and thrives on helping a team stay efficient, responsive, and client-focused. This role will be responsible for ensuring lead flow, file preparation, onboarding readiness, and communication channels are handled accurately and on time.


Main Responsibilities

Lead Management & Rejections

  • Draft and send templated rejection emails to non-qualified leads within 24-48 hours
  • Accurately tag and update lead status in Lead Docket
  • Log reasons for disqualification to support monthly reporting and marketing review
  • Handle basic rejections over the phone (using the firms standard scripting)
  • Track follow-ups for leads awaiting documents or clarification and escalate when needed.


Filevine & Document Prep Support

  • Upload all necessary client documents into Filevine and Dropbox.
  • Prepare and organize intake files for the legal team, ensuring all required fields are complete
  • Assist with Filevine task lists, especially intake-to-onboarding transitions
  • Ensure checklists and tasks are marked complete before passing files forward
  • Double-check that new client projects are complete before team handoff (Filevine audit-style reviews)


Client Onboarding Preparation

  • Ensure all client intake forms, ID, accident details, and contact info are received and saved
  • Verify accuracy of info before moving files from Qualified to Onboarding
  • Cross-check that retainer package has been sent and signed
  • Track intake progress in coordination with the Team Lead to prevent missed steps or delays
  • Follow up on any incomplete files to ensure onboarding can proceed smoothly.


Communication & CRM Monitoring

  • Respond to incoming messages from Zoho, Meta (Facebook/Instagram DMs), and website chat
  • Ensure that all CRM leads and messages are tagged, responded to, and either rejected or escalated
  • Reply to low-level inquiries using pre-approved templates or FAQs
  • Forward any urgent or unclear messages to the Team Lead
  • Monitor Call Rail voicemail and missed calls and ensure return contact is made when appropriate


Inbox & Scheduling Support

  • Monitor and manage shared intake and marketing inboxes (including flags, follow-ups, and filtering)
  • Ensure all messages are responded to within set turnaround times
  • Confirm scheduled appointments or reschedules based on lead preferences or team direction
  • Track referral sources from inbound emails and correctly tag them in Lead Docket


Marketing Task Assistance

  • Inbox management
  • Monitor shared marketing inboxes or forms and triage requests (e.g., sponsorships, speaking opportunities, media inquiries).
  • Draft weekly marketing meeting agendas based on team priorities, open projects, and leadership input.
  • Manage and coordinate calendars for marketing leadership, including internal meetings, video shoots, podcast sessions, and deadlines.
  • Track to-dos and unresolved issues from previous meetings to include as agenda items.
  • Monitor social media inboxes (Meta Business Suite) and log leads or questions
  • Help organize marketing files (testimonials, blog graphics, stats) in shared folders
  • Provide simple reports on campaign lead volume or source attribution (as directed)


Requirements

  • At least 2 years of experience as an executive assistant or in a similar role
  • Strong communication skills.
  • Background in sales is preferred (cross-selling, persuasion).
  • General knowledge of marketing tools and social media management.
  • Must be willing to work night shifts (US timezones).
  • Willing to work on a Hybrid set up and the site is at 8th Robinsons Bridgetowne - Zeta Tower, Quezon City.

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