Virtual Executive Assistant with a Legal Background

Full-Time Virtual Executive Assistant with a Legal Background Wanted

We are seeking to appoint a full-time, highly organised, and empathetic Virtual Executive Assistant to support daily operations and client management. This remote role requires initiative, a proactive approach, and a background in legal administration, ideally in wills and estates. You’ll play a crucial part in the practice, handling everything from client communications to CRM management, and ensuring smooth administrative operations. The ideal candidate will have a strong commitment to integrity and transparency.

Core Responsibilities:

1. Administrative Support

• Manage emails, calendar, and client communication.
• Organise and file emails and client information systematically.
• Generate documents based on input, manage records accurately, and keep data updated with high levels of accuracy and attention to detail.

2. Client Interaction

• Maintain client confidentiality.
• Handle client communication by email and telephone with empathy, particularly in sensitive matters.
• Handling incoming telephone calls and ensuring appropriate follow-up.

3. System & CRM Management

• CRM engagement (currently setting up) and ongoing management (Go High-Level CRM).
• Familiarity with Wise Owl Legal for trust accounts (training available if necessary).
• Scope to create and continually improve systems and processes.

4. Proactive Task Management

• Identify areas to reduce the owner’s workload, suggest improvements, and act with initiative.

5. Process Documentation

• Assist in creating a library of “how-to” videos and procedural documentation for consistency and future reference.

6. Marketing / Growth

• As you grow into the role, there will be opportunities to take on additional responsibilities, including collating graphics and scheduling social media and newsletter activities.
• Assist the owner coordinate marketing and networking strategies.

 

Desired Qualifications & Skills:

• A diploma in administration, customer service or legal is highly desirable
• Highly organised and detail-oriented, with the ability to handle multiple tasks effectively.
• Proficient in Microsoft Office, experienced with CRM tools (Go High Level preferred), and familiar with legal practice management software (training provided).
• Prior experience with wills and estates or similar legal work, with attention to documentation accuracy and compliance.
• Skilled in engaging with clients empathetically, especially in delicate matters.
• Fluent in English, with excellent verbal and written communication abilities that is willing to speak to clients and prospects.
• Self-starter with strong problem-solving skills who works independently without needing constant direction.

 

Additional Requirements:

• Must have your own computer and a reliable internet connection.
• Preferably have access to a generator for backup in case of electrical failure.

 

Location: Remote 

Starting Salary: $10 AUD per hour, with a review after 6 months

Benefits: 20 days annual leave plus public holidays (based on Western Australia)

Hours: Monday to Friday 9 am – 5 pm

Supervision Received: Business Owner

To apply for this role, please send your resume with a covering letter.