Spanish/English Executive Assistant — Legal & Business Operations (Cross‑Border Law)
Colombia / South Africa / Philippines
VA/EA – Operations /
Virtual Assistant / Part - Time /
Remote
Job Description
Serve as the right‑hand EA to the Managing Partner, blending executive support, billing oversight, light marketing ops, and project management. You’ll ensure responsive client service, accurate monthly billing capture, and smooth execution of firm initiatives (reporting, website, newsletter) while proposing process improvements.
Core Responsibilities
- Email & Client Communication
- Maintain an organized inbox, draft client‑ready responses, and flag priority messages; aim for same‑day reply coverage.
- Prepare concise meeting pre‑briefs (context, objectives, key docs, open items) and track follow‑ups to closure.
- Billing Oversight & Time Capture
- Reconcile call logs, sent items/outbox, and document transmissions against matters to capture all billable time.
- Identify missed entries, apply correct billing codes/rates, and prepare monthly billing audit summaries for approval.
- Reporting & Analytics
- Compile the weekly internal report: gather inputs from the team, maintain an Excel tracker, and generate visuals (charts/graphics) with insights and trends.
- Business Development Support
- Track leads/opportunities; draft and send proposals; conduct structured follow‑ups and CRM hygiene to advance pipeline.
- Social / Content Ops (LinkedIn)
- Support the Partner’s personalized content workflow (idea capture → insights → ethics check → formatting/scheduling).
- Assemble a monthly newsletter from best‑performing posts; coordinate basic list management and distribution.
- Project & Process Management
- Asana ownership: standardize tasks/boards, deadlines, and dependencies; drive accountability in a sprint‑style cadence.
- Website revamp coordination: scope, timeline, vendor/asset coordination, QA, and go‑live checklist.
Must‑Have Qualifications
- 3+ years as an Executive Assistant/Legal Assistant supporting attorneys, partners, or C‑suite in fast‑paced settings.
- Bilingual: Fluent English & Spanish (written and spoken).
- Proven proactivity: able to anticipate needs, make recommendations, and improve systems without hand‑holding.
- Billing/time capture rigor: detail‑oriented reconciliation of logs/emails/docs to eliminate revenue leakage.
- Organization & productivity: disciplined task management, follow‑through, and prioritization under time pressure.
- Tools: Microsoft 365 (Outlook, Excel, Word, PowerPoint), Asana (or similar PM tool).
- Client‑facing polish with excellent business writing.
Nice‑to‑Have
- Familiarity with legal billing conventions, matter codes, and document/version control.
- Experience with Superhuman (or advanced inbox tools), basic CRM hygiene, and newsletter platforms.
- Light website/content coordination (briefing vendors, asset wrangling, QA).
Tools & Systems
- Core: Microsoft 365, Asana, (Partner currently uses Superhuman for email).
- Nice‑to‑have exposure: CRM (light), newsletter platform, basic analytics for post performance.
$500 - $800 a month
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM
