Virtual assistant

Virtual Assistant needed for CEO of Female Lawyers’ Club, a business aimed at helping female lawyers to achieve their potential.

We operate an online membership of female lawyers. We aim to inspire and support female lawyers to achieve their full potential. I am planning on launching an online course for female lawyers as well as a weekly podcast. I also work full time as a lawyer.

I need someone who is able and willing to do a wide variety of tasks as the business is in its early stages and we don’t have much in the way of resources or other staff (I currently hire one virtual assistant to work 10 hours a month).

Role & Responsibilities

Organization

? Calendar appointment: Coordinate calendar management tasks such as schedule, reschedule, and confirm meetings.
? Calendar management: Maintain the CEO’s calendar in a thoughtful and purposeful manner, ensuring meetings contain the appropriate attendees, agenda items, and any changes are done with full consideration of a worldwide team, spanning multiple time zones.
? Managing the email inbox. Responding to queries from members in email and via our app (Mighty Networks) and ensuring they have a fantastic experience within the membership by being helpful, welcoming and kind.
? Sending out weekly emails to members and email subscribers via Squarespace (I will write the content for the emails at first, but will ask you to help with this as you get to know the business)
? Preparation: Prepare me for each meeting, make sure I have a bio of each person I meet and materials needed, and any other documents I need to review ahead of time.
? Document management: upload, save, and manage documents in different folders (Dropbox, Google Drive).
? Planning: coordinate meetings (e.g. client events, etc.), book catering, and other logistics.
? Carry out research tasks for me e.g. finding suitable experts to deliver monthly masterclasses for the membership.
? Travel: Book and confirm train tickets, accommodation, logistics, and make other travel arrangements.
? Note-taking: Attend meetings and take notes of discussion; send follow-up meeting summaries with action items.
? RSVP: RSVP to events. Mark them on the calendar. Prepare for events, if needed.
? Digital paperwork: Fill in and file digital paperwork (e.g. set up new accounts).
? Appointment: Book appointments and make reservations (e.g. restaurants, doctor’s appointments, etc.).
? Reminder: Constantly remind me of people we need to respond to, work deadlines, and special events, and set reminders on our calendar.
? Research: Conduct market research or find information online on a topic, product, or service.
? To-do list: manage our to-do list and the team’s to-do list.
? Helping me run the podcast: liaising with potential guests, giving me a summary of the guest’s bio to help me prepare, editing the episode afterwards, promoting on social media etc.

Presentation

? Documents: Create and manage internal and external documents in Google doc, powerpoint, spreadsheet.
? Creating documents in Canva e.g. workbooks for training sessions, slides for presentations, Instagram posts etc.
? Reports: Create, formulate, and present reports on sales metrics, social media engagement, etc.
? Special Projects: Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
? Repurposing existing content to use on social media platforms e.g. taking extracts from written blogs and creating LinkedIn and Instagram posts.
? Make changes to website via Squarespace as needed (e.g. upload new blogs, edit sales page when we have a launch, upload new photos etc).

Contact & Document Management

? Documenting all our repeated processes in Google workspace so we have everything written down. This is so we can expand the business and take on more employees as the business grows.
? Contact list: Manage and update contact lists. Organize follow-ups for networking contacts & maintain contact details.
? Expense tracking: Save receipts, upload them into expense management software, and categorize receipts for taxes and reimbursement.
? Document management: Manage and update internal and external spreadsheets and documents (e.g. company documents, team goals, vendor agreements, etc.)

Bookkeeping

? Timesheets: Review and approve timesheets.
? Payroll: Process payroll.
? Banking: Pay bills, download statements, and review charges and bank statements.
? Client invoice: Create and send invoices to clients. Manage account receivables and contact clients for late payments.
? Receipts: Save receipts, upload them into expense management software, and categorize receipts for taxes and reimbursement.
? Expense tracking: Track expenses, forecast recurring expenses, and prepare simple financial reports.
? Statement reviews: Review credit card / financial statements for accuracy and flag potential questions (e.g. duplicate charges, returns, etc.).

Personal / Special occasions:

? Gifts: Research gift ideas. Purchase and order gifts for clients, family, and friends.
? Cards: Write and send thank you cards & birthday cards.
? Personal appointments: Book doctor’s appointments and make dinner reservations
? Travel: Create a list of restaurant recommendations and places to visit. Book and make travel arrangements (car, trains, flight & hotel).

Skills:

? As a rockstar Virtual Assistant, you have mastered time management, organizational skills, juggling multiple priorities, decision-making, and communications skills.
? You’re not afraid to ask questions, ‘bother’ me, and reach out when you need help.
? You understand the CEO’s goals and objectives in order to effectively anticipate deliverables and follow up when necessary.
? You have a bias of action and love crossing things off your to-do list.
? You take ownership of every assignment you are given.
? You can manage multiple tasks and projects without dropping the ball or missing a deadline.
? You love to turn chaos into structure, making lists and creating processes.
? You have excellent organisational skills – you will be responsible for maintaining all our documents and will need to maintain a good filing system so they can be found afterwards.
? You have no problem speaking to, working with others and following up until you get your answer.
? You can anticipate problems and seek solutions to save time and ease processes.
? You hold yourself and others to high standards.
? You have an “I’ll figure it out” attitude and love to problem solve.

Requirements:

? Good written and spoken English – you will be the first contact for our members and so will need to be confident in your communication skills.
? You strongly believe in equality for women and are keen to work for an organisation which aims to help women to achieve more in their careers and lives.
? Excellent follow-through skills – know how to chase people when needed and won’t need me to follow up with you for any tasks and deliverables that are expected of you.
? You are friendly and kind.
? You are details oriented.
? Tech requirements:
? Computer – At least i5 or equivalent with 8GB RAM
? Internet Speed – At least 20 MBPS Download speed
? Experience as an assistant supporting an entrepreneur, business owner or corporate executive is desirable but not essential.
? Experience in customer support or in any customer-facing industry (e.g. retail or hospitality) is a plus.
? Proficient in Google Workspace and Microsoft Office and other Tech tools like Calendly, Zoom, Asana, and more.
? Ability to handle confidential information and maintain discretion.

What’s it like working with me?

? I am kind, generous and honest and want you to succeed. I see you as vital to our future success. I want you to LOVE working for the company.

? I am very busy (as well as running Female Lawyers’ Club, I work full time as a lawyer and have two children) so need someone to help me get organised!

? I like to keep a good sense of humour even when things are tough and going wrong!

Hours & Compensation

? Salary is negotiable.

? 20 hours each week, (4 hours a day Monday to Friday) with the likelihood of increasing hours as the business grows.

? I am based in the UK and so will need at least two of our working hours to cross over. You will therefore need to work some of your hours during the period 9am until 9pm UK time, so we can catch up with each other on a daily basis. You can work the rest of the time whenever you like.

How to Apply

1. Email your resume to Click to view. Please send a PDF version of your resume saved in the following format: First Name_LastName_Name of our Company_RoleYouAreApplying (e.g. Angela_Baker_FemaleLawyersClub_ExecutiveAssistant)

2. Explain in your covering email why you want to work for us and why you think you’d be a good fit for this role.

3. Include the words EA2024 in the title of your application and tell me one fun fact about yourself.

Want to get to know us better?

Check out:

Click to view

@femalelawyersclub on Instagram