Virtual Assistant (US Legal – Remote)

Job Description

As a Virtual Assistant, you will play a critical role in supporting the business operations and ensuring smooth day-to-day activities. You will be responsible for a variety of administrative tasks, customer communication, project coordination, and data management. This position offers the opportunity to collaborate closely with leadership to deliver exceptional service to our clients.

Responsibilities:

Administrative Support:

Manage email correspondence, responding to inquiries and scheduling appointments.
Organize and maintain digital files, documents, and databases.
Prepare reports, presentations, and other administrative documents as required.
Arrange travel bookings for client visits, conferences, etc.
Manage all calendars.
Manage client invoicing, including tracking down overdue payments, corresponding with clients to ensure timely payments, updating client files, revising billing narratives,
Onboard clients by drafting and sending out engagement letters for e-signature and then entering new clients into attorney billing system
Customer Communication:

Serve as a primary point of contact for customer inquiries via phone, email, and chat.
Provide timely and professional responses to customer questions and concerns.
Coordinate with clients to schedule appointments, consultations, and project updates.
Maintain a high level of customer satisfaction through effective communication and problem-solving.
Data Management:

Input and maintain accurate data.
Generate and analyze reports to track key performance metrics and project outcomes.
Conduct research and gather information to support business development initiatives.
Ensure data security and confidentiality protocols are followed at all times.
Business Development

Assist with outreach campaigns to potential new clients by tracking and managing correspondence, responses, and action items
Conduct research to identify potential new client targets for outreach campaigns
Assist with creation of marketing collateral (one-pagers, etc.) to be sent to potential new clients
Requirements:

Proven experience as a virtual assistant or in a similar administrative role.
Whist not required, experience working for a US Legal practice will be looked upon favorably.
Excellent communication skills, both written and verbal.
Strong organizational and time-management abilities.
High proficiency in the Microsoft office suite, including Outlook, Teams, Word, and Excel.
Experience with Clio software platform; legal SaaS platform for managing billing, invoices, timekeeping, onboarding, and comprehensive case management tasks.
Knowledge of legal software is advantageous.
Proven experience in CRM management, specifically Hubspot.
Knowledge of a booking interface, Calendly, Zoom, Motion etc.
Ability to work independently with minimal supervision and prioritize tasks effectively.
Attention to detail and accuracy in data entry and record-keeping.