Job Description:Task Descriptions include the following. Other duties may be assigned.Rename documents according to our naming conventions;Organize documents in accordance with our file hierarchy and organization protocols;Monitor multiple email inboxes: triage emails according to urgency, provide appropriate responses as directed by supervisor;Utilize various software as follows:Trigger automated email campaigns;Review incoming documents for basic compliance with our information management protocols;Organize and track incoming/outgoing documents, compile summaries of information collected and information missing;Submit drafted court documents (online);Draft Word documents and Excel tables from existing templates, using data provided by clients;Review Canadian financial statements and tax documents for basic information (no prior knowledge of Canadian banking or tax documents is required, training will be provided);Email clients and other relevant parties using both pre-written scripts as well as custom emails that you will draft;Obtain Land Title Certificates using the client's street address or the legal description of the property (training provided); andPost payable invoices and other necessary transactions using our accounting software.Skills and Aptitude:High degree of proficiency in spoken and written English;Ability to work regular business hours on Mountain Standard Time (although we can accommodate slightly earlier or later);Ability to learn new software (training materials will be available). This includes the ability to quickly learn to use our project management software;Prior experience with Microsoft Word, Excel, and Outlook is essential;Prior experience with ClickUp is ideal since we use it more than any other software, but this is not necessary prior experience will speed up the training/orientation process;The VA will need to be capable of familiarizing themselves with new software in a reasonably quick amount of time as our tech stack evolves over time;Additional training will of course be provided if we change software;Ability to input data with a high degree of accuracy;We value accuracy over speed, and we require a strong attention to detail;As a growth-oriented, innovative law firm we need the VA to be comfortable with procedures, systems, software and tasks that are frequently modified in order to simplify/improve our service delivery and create efficiencies wherever possible;However, we recognize that patience, continuous feedback and clear instructions are required in order for the VA to be happy and effective in their role;We expect the VA to be able to eventually take the initiative in the following ways (after appropriate training is provided):Identifying and suggesting improvements to our systems and processes;Flagging potential issues/concerns with client matters. The following is an illustration of what we will eventually expect: A client emails the lawyer requesting an update on their file. The VA looks at the client matter in our CRM (ClickUp) and sees that a meeting is scheduled with the opposing lawyer in a week. The VA would suggest to the lawyer that a response be sent to the client informing them of the meeting date.As with every other aspect of the VAs role, training would be provided because we believe that taking the initiative is a combination of aptitude and training.Cybersecurity and Privacy RequirementsDevelop a robust password to log in to your computer. This password will be minimum 8 characters, include upper- and lower-case letters, numbers and symbols (assuming this is available). This password will be known only to you;Enable and use a VPN when you are working remotely;Enable 2-factor authentication on any software that allows for it while you are working and will disable/not use any offered "shortcuts" such as "remember this device for 30 days";Ensure any devices used for work are connected to secure, password-protected Internet connections;Install provided third-party cybersecurity software;Ensure nobody other than the Virtual Assistant has access to electronic devices used for work;Confirm that no documents or other information will be transferred off of the Virtual Assistants computer other than as required by the Employer this includes electronic transfers (emails, uploading to cloud storage etc) and transfers on USB drives etc.; andThe Virtual Assistant will sign any non-disclosure agreements provided by the Employer.
Training will be provided on our software, standard operating procedures
Shift / Hours:Monday Friday in one single shift, 8:00 AM MST 5:00 PM MST. Note this is +14 Philippine time, which will be 10:00 PM PHT 7:00 AM in PHT.