Part-time (FT Availability) Executive Admin VA for Law Firm in New Jersey
Dear Virtual Latinos,
We’re looking to hire 1 VA through this job that the Virtual Latinos Agency is publishing on behalf of a new client.
Client & Short Job Description:
Legal Firm based in New Jersey specialized in helping clients with trademark-related issues. They have been in business since 2015. The firm represents owner-operated businesses and global brands. This firm is on a mission to show businesses that “legal” can be more than just a cost center. In fact, they show their clients how “legal”–done right–creates more success and more money for their business. The firm starts the clients on a project basis and then offers them ongoing retainer services.
The firm’s clients are mostly self-sufficient companies that need strategic advice on trademark-related issues. Owner-operated companies, small businesses, that is SBA standard business. They also represent global brands that sell products and services all over the world.
The firm’s owners work full-time managing the company and clients. They have a project-based paralegal and contract attorney. The VA will be getting trained by both of them.
Software the client currently uses:
– Practical Law – for legal templates
– Monday.com for project management
– Calendly and Microsoft Outlook for email and calendar management.
Job Highlights: Why should you apply?
– Expand your knowledge with training provided by the client
– work hand-in-hand with the firm’s owners
DEADLINE TO APPLY: You must apply by Wednesday, July 28th, at 11:30 PM PT. Our team will set up interviews for the selected candidates for Friday, July 30th, 2021.
Tasks required for the job
1. Client Communication, Support & Follow-ups
– Reaching out to the client about the update of their process.
– Answer simple questions if a client calls and asks for an update about a case, court dates, etc.
– If the client asks a law-related question, take a message and/or forward the question to the right paralegal or attorney
– Follow up with clients to make sure the law firm has all the necessary documents, info, and details they need to build their case and submit it to court
– Revise general email inboxes and voice messages and route them to the correct person in the company.
– Calling government agencies to confirm pricing
– When clients need to make payments, the VA would need to make sure clients pay their bills
– Write monthly letters to clients with a general update on their case
– Take credit card payments over the phone
2. General Admin Tasks
– Taking the lead in the creation of the SOPs
– Making sure that all data is complete in the CRM
– Conducting initial meetings with service providers and report back to the Firm’s leaders regarding the same.
– Help with filing mail that was received in paper and scanned. The mail has to be filed into the correct digital client folder. May involve using Dropbox, Google Drive, etc.
– Help with email-related items.
– Help the law firm develop, create, and document the company’s SOPs (standard operating procedures)
– Write short articles about clients’ stories/cases or legal related topics
– Prepare office reports
– Keep the referrals and partners up-to-date on what happened to clients referred by them
– Improve and organize the documents library, which includes a variety of legal documents, questionnaires, templates, etc.
– Manage online documents, including editing/labeling documents correctly as needed, and/or changing document names
3. Calendar Management & Appointment Setting
– Setting and rescheduling appointments
– Help the law firm’s staff and/or CEO manage his calendar appropriately
– Schedule appointments with clients, and/or clients with other staff using the calendar, as necessary
– Save the appointments into Google Calendar, or any other calendar management system
4. General Research & Contacting Government Agencies
– Do general research on Google for vendors, contractors, and provide a summary
– Research tasks, such as law-related departments in other states
– Go into government websites and research documents such as criminal records, or others to get info about each client’s case
– Research other websites, or government agencies for additional information as needed
– Call government agencies to request more information
– When calling, the agency sends this information by email. There is always a cost for obtaining this data/info, so the VA would need to then pay for these documents
– Research which is the correct agency they need to contact
– Online research to confirm information
– Submit background checks documents to the government online
– When the results arrive, the VA will need to track all of the documents
5. Review & Check Client Information
– Review all documents and info submitted by clients through the online form they initially complete
– Make sure that clients provide an electronic signature, in order to hire the law firm for their services
– Gather and review various documents, and organize them as needed for each client’s case
– Once the intake of each client’s story is done, write one-page summaries of the client’s case
– Connect with the clients over the phone, email, and/or Zoom (video call) to review information
6. Prepare Case Indexes
– Organizing and putting the client’s documents in a certain order. Not really preparing indexes as there is no court appeal.
– Prepare all trademark-related docs and keep them in the correct folders.
– Prepare case indexes with all the reports, statements, and affidavit
– Help legal assistants to put the client’s case and all documents together
7. Client Management in CRM System (Monday CRM System)
– Download documents from attachments and create new “case files/records/contact” into the CRM database
– Take notes and info from each client case and save it into the web-based system
– Upload documents as needed for each case. (Dropbox/Google Drive)
– Log the specific costs/purchases/charges used by
each paralegal and reconcile on Excel lists
– Input potential clients/leads into the system
All of our Virtual Latinos VAs must first have these 10 basic qualifications (click to read). Please review this first.
This client is also looking for these requirements:
A) Communication & Language
Excellent verbal English and Spanish skills. Must be able to communicate clearly and effectively. The VA should have total fluency and not have to think of what to say, words should come out very naturally but no need to have a native accent in addition to advanced writing skills and vocabulary. Comfortable with making calls and know how to properly communicate with clients.; Have great “emotional intelligence”, who can understand each customer’s situation.
B) Creativity & Proactiveness
Should be “coachable”, willing to learn new skills, and can follow directions.; Someone who can work independently, resourceful to find things on their own.; Not afraid to ask questions, know when to ask for help when needed.; Take ownership, have a great attitude to get things done.; Must know how to propose solutions to problems and be super helpful.
C) People & Relationship
Must be able to separate “Business from emotions” as clients can get very passionate, and it’s important for the VA to remember that in the end, it just works.; Someone that is open to feedback without being offended, willing to make mistakes, and be ok when the company tells them how to improve.; Someone very patient, who could calm and make other people feel at ease under stressful situations.
D) Work Load & Stress Management
Project management experience, good at setting timelines, deadlines and fulfilling expectations.; Able to get things done, and have a positive attitude to do things.; Should be smart and a great problem-solver.; Great multi-tasker, able to prioritize, and have great time management skills.
E) Technology & Software
Knowledge or willingness to invest time in training themselves on the different platforms of the business.; Should have experience with Microsoft Excel and the overall Microsoft Office.; Have a graphic design background. Able to create graphics, or use Canva/templates.
– Schedule: First 2 weeks Monday-Friday: 9:00 am – 1:00 pm After the 2 week period Monday-Friday 9:00 am – 5:00 pm EST
– Hours: 20 hours/week and with the commitment to moving them to full-time after 2 weeks (training period). ONLY Looking for VAs with Full-time Availability
– Pay: $8-13/hr Part-time ($7-12/hr once it becomes Full-time). Rates are depending on your experience, determined by Virtual Latinos.
Interested in applying for the job? READ THIS CAREFULLY:
Make sure you have signed the acknowledgment form (click on the link), before submitting your proposal. You should have signed it before being an official VL member, if you haven’t, go ahead and do it now. We won’t schedule interviews with VAs that haven’t signed the form.
Important Communication Info:
If you are interested in applying to this position, make sure you are active on Telegram. It is the only means of communication between the Recruitment team in Virtual Latinos and the assistants to be called for an interview. Make sure you receive the good news! If you haven’t already, fill out this form to make sure we have a record of your Telegram username.
If you are not active on Telegram, your proposal will be dismissed.
How to send a good proposal?
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 do/don’t have any experience with follow-up up with leads, for X amount of years while working with X company
– The types of tasks I’ve done while using X system for managing leads and potential clients include: Give examples
– Additional details
– Additional examples
3. Third task category…..
IMPORTANT INFORMATION – When writing your proposal:
–Please don’t write about two or more tasks together in the same paragraph/section, do not merge tasks. Provide details of each task independently even when you think they are related somehow. If you don’t have experience in any of them, please talk about any related/similar experience, you may also add that you are eager/willing to learn, etc.
–Please keep in mind that your proposal must be based on the TASKS, instead of the Requirements. You may fully cover the Requirements list as an additional section after what you write in the Introduction, but your proposal should always explain your experience in the tasks. Watch the video for reference.
–Please be advised that if you recurrently send proposals in the incorrect format after being given feedback from any of the VL team members, we WILL SUSPEND your account and hide your profile.
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.