Lead Executive Assistant

Job Description

Fragomen is the world’s leading provider of immigration services, combining sophisticated technological tools with deep expertise to navigate complex immigration challenges. With offices worldwide, we are committed to delivering exceptional client service and fostering an inclusive and innovative work environment.

About the role:

• We are seeking a quality-focused, forward-thinking Lead Executive Assistant to join our Phoenix office. This hybrid role goes beyond traditional executive assistant responsibilities, incorporating elements of strategic partnership, technical support, reporting, and leadership of the local administrative team to drive operational excellence and support effective decision-making.
• The ideal candidate consistently prioritizes quality, thinks beyond the ask, and proactively identifies opportunities to improve processes and team effectiveness. A strategic thinker, problem solver, and trusted collaborator to executive leadership, this individual anticipates needs, stays several steps ahead, and provides guidance and direction to administrative professionals.
• Equally important, this role requires a collaborative leader who values teamwork, mentors others, and fosters a positive, high-performing administrative culture. The Lead Executive Assistant understands that the strongest outcomes are achieved through coordination, shared accountability, and clear communication.

How will you make a difference as a Lead Executive Assistant at Fragomen?

Executive Support:

• Provide comprehensive administrative support to senior leadership, including calendar management, travel arrangements, meeting coordination, and correspondence handling.
• Serve as the primary point of contact for internal and external stakeholders on matters pertaining to the executive.
• Draft, edit, and review documents, presentations, and reports.

Strategic Partnership Duties

• Act as a strategic partner to senior leadership, driving initiatives, managing priorities, and aligning organizational goals.
• Coordinate cross-functional projects and ensure timely delivery of key milestones.
• Facilitate executive team meetings by preparing agendas, capturing meeting notes, and tracking action items.
• Support decision-making by gathering and analyzing relevant data and preparing concise briefings.

Administrative Team Leadership:

• Provide oversight, leadership, and day-to-day guidance to the administrative team.
• Set clear expectations, priorities, and standards for administrative support across the office.
• Serve as a resource and mentor to administrative professionals, supporting skill development, problem-solving, and performance improvement.
• Promote consistency, collaboration, and best practices across administrative workflows and processes.
• Partner with office and firm leadership on administrative coverage planning and onboarding.

Technical Assistance:

• Assist in the preparation and delivery of technical presentations and reports.
• Collaborate with IT and other departments to ensure executives have the tools and resources needed for efficiency.
• Manage and oversee systems and platforms used by the executive team, ensuring data integrity and proper utilization.
• Reporting and Analytics:
• Generate, analyze, and distribute operational and strategic reports to support leadership decision-making.
• Maintain dashboards and other reporting tools, ensuring accuracy and relevance.
• Support the preparation of materials for board meetings and other key presentations.

Leverage your valuable skills and experience to make an impact at Fragomen:

• Bachelor’s degree in Business Administration or Management preferred.
• Minimum of 10 years of experience in an executive assistant or similar role; experience in chief of staff or strategic support roles is highly desirable.
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities.
• Strong analytical and problem-solving skills, with proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and reporting tools.
• Excellent written and verbal communication skills.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Experience working in a legal, professional services, or multinational organization is a plus.

All offers and/or employment contracts are contingent upon the successful completion of the Firm’s pre-employment screening process. This process may include verifying the candidate’s identity, confirming legal authorization to work in the offered position’s location, and conducting a comprehensive background check, where permitted by local regulations. We use limited AI‑assisted tools for administrative screening purposes only - never for decision‑making. All hiring decisions are made by people. Applicants may have rights to information and explanations regarding the use of such tools, or request human review, as required by applicable regional laws.