Project Details

$8.00 Per Hour
10 Hours Per Week
12+ Months Duration

 

Part-time Executive VA for New Law Firm based in Texas

Dear Virtual Latinos,

We’re looking to hire 1 VA in the next 7 days through this job that the Virtual Latinos Agency is publishing on behalf of a new client.

Client & Short Job Description:
The client is opening a new law firm in Austin, Texas and is looking for a bilingual virtual assistant who can help to manage a list of various tasks. These tasks are mostly related to preparing immigration applications, customer communications management, and general administrative tasks.

The client is looking for a detailed-oriented and super organized VA with great English skills. See more “Ideal qualifications” below.

DEADLINE TO APPLY: You must apply by Tuesday, March 24 at 11 pm PT. Our team will set up interviews for the selected candidates for March 25, 2020.

Tasks required for the job

1. Preparing Immigration Applications
– The VA, must know how to collect missing info from clients over the email or phone, to get everything they need
– For about 20% of the documents, the VA would for sure need to make a call to get the final missing information
– Preparing the PDF forms pre-filled with the client’s information. The client will use software to help the VA do these forms
– Then attaching and creating the exhibits for each client, ensuring that all items are there.
– Then putting everything together, so that she (the lawyer) can review all the documents before the client will then send it to the client
– The lawyer will then review this directly with their clients, the VA will not need to speak or deal with the clients.
– The VA’s job will ALSO be to write simple “Cover letters” using a template, which requires very minimal editing to customize the letter to reach new clients.
– The client uses Adobe Acrobat Writer, where you can edit, merge and modify PDFs (not just view them)
– The client also has an immigration web-based form application software, so the VA would need to be comfortable using web-based systems. The client will provide training on how to do this, no prior experience is required.
– Ideally, the immigration system will likely be integrated with Google Docs and G-drive, so previous experience with G-suite/G-drive would be ideal

2. Client Communications Management
-Most potential clients will first speak with a virtual receptionist in the US (Smith.ai), and their job will be to book the initial consultation with the lawyer.
– If the first virtual receptionist can’t book the initial consultation, it will be the VA’s job to follow-up and communicate with the lead to book the consultation
– The VA will have to manage the lawyer’s personal Email and act as their executive assistant. The VA will also have their own persona email to manage
– This would look like replying to client’s email,
– Respond to clients and pre-write emails to respond, and then just confirm with the lawyer if the emails is approved to be sent
– This would also include downloading documents for the CRM system
– The VA will NOT need to do anything related to bookkeeping, finances, etc.
– The lawyer will provide training on how to manage her own email account, as well as the VA’s personal email.

3. Scheduling Calls & Appointments
-The lawyer’s plan is to use a web-based system like Calendly, or Book Like a Boss so that the potential client can book an appointment on their own using a web-based system
– Yet for now, they will do all the bookings manually over phone and email and save the appointments into Google Calendar
– The Appointments with the lawyers could be scheduled in-person (most of them), but can also be just over the phone or virtually.
– The lawyer will provide details and training on how to do this properly

4.Customer Management in CRM system
-This would also include downloading documents from attachments and creating new “case files/records/contact” for each new client into the firm’s CRM database (same as the immigration system, it’s called https://www.lollylaw.com)
– All of the client’s new info will be probably collected through an online form, so the VA will not need to request this over the phone
– In most cases, the VA will simply share an online form or PDF with the client so the client will fill out their info/profile on their own
– The only way that a client becomes an actual client, is if they sign an agreement with the lawyer. All potential clients must first sit down with the lawyer for a consultation.
– The immigration system, Lollylaw, also allows saving leads into the CRM, which are NOT yet clients.

5.General Admin Tasks
-There will be additional general admin tasks the lawyer will define later
– One VERY important task will be documents management, which means that when the lawyer gets mail, the lawyer will scan the physical documents and the VA will need to open the document, change the name, and properly file it in the system, and this goes hand in hand with the immigration applications.

Ideal Requirements:
– Be willing to learn a lot about business, marketing, and sales automation platforms.
– The 3 most important things are:
1) You have to be SUPER Detailed, as the applications are detailed. THIS is the most important.
2) Someone super ORGANIZED. There is a VERY small room for errors!! The VA must take the time to do things right
3) Someone who has the skill to make people/clients feel calm, and assure them that they’ll be helped with their case
– Excellent English writing skills (C1 or C2 ideally), and native Spanish skills in verbal and written Spanish. Most of the clients will be Spanish speaking
– Someone that knows how to work with VERY confidential information and will NOT share this with anyone.

Work Details:
– Schedule:  Available between 8 am – 5 pm CST (5 days a week for 2 consecutive hours, or  3 days a week for 3.3 hrs/day)
– Hours: 10 hours/week ( potentially 20 hours/week )
– Pay: $7-9/hr (depending on your experience, determined by Virtual Latinos)
———

Interested in applying for the job? READ THIS CAREFULLY:

Please apply through this Virtual Latinos platform, and include:
1) 1-2 short paragraphs introducing yourself, where you’re from, what you studied, and general work experience, and explaining why you believe you meet the requirements of attitude and skills?

2) Provide us with specific details of your past experience and skills related to each of the task categories mentioned above. The format of this section should look like this:

Main Job Tasks Experience:
1. First task category name from above goes here
– I have worked with contacting leads/people for X amt of years, at X company. Here’s an example of how I worked, my process, and the results of it:
– Additionally, I’ve also done Y type of works, with Y company.
– Additional details
– Additional examples

2. Second task category name from above goes here
– I have worked with contacting leads/people for X amt of years, at X company. Here’s an example of how I worked, my process, and the results of it:
– Additionally, I’ve also done Y type of works, with Y company.
– Additional details
– Additional examples

3. Thrid task category… etc (as many categories as applicable)
——–
IMPORTANT NOTE: 40-50% of applicants do NOT read the instructions and send very poor proposals. If your proposal is one of those it WILL BE IGNORED.

Watch this video on how to create a GOOD PROPOSAL

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