Virtual Excutive/Legal/Amin Assistant

JOB CATEGORY: Personal Assistant/Attendant
Virtual Executive/Admin/Legal Assistant

$3-7 CAD/hr, Full or Part time, approximate 20-40 hrs (to be negotiated)
Variable and project-based

IMPORTANT:
•Please upon contact or to apply, please send a resume and a sample Factum or a legal argument you have drafted in the past
•The first tasks you have are to organize very messy personal files and documents – financial and legal document as well as email communications, while preparing for documents for a court appearance (ie., motion and cost submissions…).
•You will need to get familiar with Ontario family and civil law on your own time to do this tasks well during our working hours.

JOB DESCRIPTION

ABOUT CLIENT:

• We are seeking a highly skilled and organized personal and legal assistant to provide comprehensive personal, administrative and legal support to a busy client.
• Your direct supervisor is client with non-visible disability, who is single parent and currently working in the federal government to improve sustainability and equality for Canadians.
• On a personal level the client needs assistance with high stress and fast paced daily tasks of any type and dealing with family, civil and divorce court proceedings.
• The successful candidate will provide high-quality assistance to the client and other members of her medical or legal team, while she is dealing with health limitations, and help them achieve their goals and tasks efficiently.

QUALIFICATIONS:
• Advanced and outstanding legal training
• 5 years drafting legal aruguments, factums and affadavits
• Outstanding writing and communication skills and fluency in EN
• Strong ability to work in a fast-paced environment with tight deadlines.
• Ability to manage most personal assistant tasks.
• Project management skills and strong organizational skills and attention to detail.
• Proficient in using productivity tools such as OneNote, Excel, calendar apps, and reminder apps.
• Ability to handle sensitive and confidential information with utmost discretion.
• Prior experience in personal/executive/legal assistance or similar roles is preferred.
• Familiarity with policy and government work, or sustainability and equality initiatives is a plus.
• Proven experience as an Executive Assistant or similar role, preferably in a remote capacity.
• Proficiency in using productivity tools such as calendar management software, project management platforms, and document collaboration tools.
• Strong problem-solving skills and the ability to exercise sound judgment and discretion when handling sensitive information.
• Adaptability and flexibility to accommodate changing priorities and work independently with minimal supervision.
• Willingness to quickly learn and use AI powered research or legal tools (bard, chat GTP, or others used in Ontario)

CAN YOU WRITE 60+ WORDS PER MINUTE? Send us a photo of your test score using Click to view. Use the 1 minutes English test. Your application is not complete until you send this screenshot.

SUBMIT before your interview the following:
(1) Your typing score of 60+ words per minute.

TYPING SCORE Instructions
Please submit a screenshot of your typing score of 60+ WPM.
Do the one minute English test.
Click to view/typing-test/english

RESPONSIBILITIES:

Planning and Strategic planning
• Familiarize yourself with the client’s needs and other team members, tasks, and instructions by reviewing their notes, documents, and emails and attending meetings or working individually
• Create a master plan using OneNote or Excel,.. incorporating a list of tasks and goals to be achieved within the specified timeline. Seek approval from the client before proceeding.
• Review the client’s notes and reminder notes to determine their thoughts and additional tasks for the to-do list.
• Coordinate with the client to establish communication plan and build organization system using calendar and reminder apps, as well as other project management tools.

Calendar and Schedule Management:
• Efficiently manage and maintain the client short/long term calendars items, including scheduling meetings, appointments, and events, while considering time zones and priorities.
• Coordinate and confirm all logistics for internal and external meetings, ensuring all necessary documentation, agendas, and materials are prepared and distributed in advance, based on emails received daily.

Personal tasks
• Monitor and managing mailbox and the client’s personal (health, financial accounts) and make or help with necessary claim submissions. Add follow-up calendar items for insurance claim responses.
• Monitor social medial accounts and work with social media manager to do research and prepare posts and increase followers.

Communication and Correspondence:
• Manage incoming emails, messages, and calls, prioritizing and responding as appropriate, and drafting emails on behalf of the executives when necessary.
• Act as a liaison between the executives and internal/external stakeholders, ensuring effective and timely communication.
• When working with to other team members, prepare relevant document s for their review in separation good drive locations.
• Review and finalize draft instructions prepared for other service providers, such as doctors, psychologists, and experts in relevant fields.
• Assist in drafting email responses to experts using provided instructions. Review and propose more concise and efficient email drafts.
• Collecting intake information, requesting medical and billing records or prepare demand letter

Travel Arrangements:
• Plan and coordinate travel itineraries, including flights, accommodations, ground transportation, and visas, taking into account preferences, schedules, and budgetary considerations.
• Prepare detailed travel agendas and provide necessary documentation and support prior to and during trips.

Documentation and Record Keeping:
• Maintain accurate and up-to-date records, files, and documents, both electronic and physical, ensuring confidentiality and ease of retrieval using google drive
• Assist in drafting and proofreading various documents, reports, presentations, and proposals, ensuring accuracy and adherence to established standards.
• Coordinating with clients/stakeholders and managing documents they submit
• Save and organize the client’s emails, including those from Omer, Lisa, and Scott Thomas and others. Label them by date and short subject title for easy reference.
• Sort and organize files and photos in iCloud, creating various albums for bills, legal documents, medical bills, personal photos, etc.
• Manage financial files. Create categories for different bill types, such as therapist bills, bank statements, utilities bills, lawyer statements, etc.
• Organize legal documents related to custody and divorce matters, ensuring proper organization and chronological order.

Writing, Legal Research and Project Support:
• Provide project coordination and support for various initiatives, cist submissions, complaints, applications ensuring deadlines are met and progress is tracked.
• Conduct research, gather information, and prepare summaries or reports as requested by the executives
• Organize and sort evidence and text evidence as well from message history
• Drafting of legal documents and outstanding legal research
• Assisting client or his team members in Court proceedings
• Complaint drafting (human right complaint, civil court applications)
• Medical summary or assay writing

Miscellaneous Personal/Administrative Tasks:
• Perform general administrative duties such as expense reporting, invoice processing, and procurement of office supplies or equipment.
• Assist with personal tasks as needed, such as managing personal appointments, gift purchases, dating activities, and family-related matters.
• Access the client’s phone to post roommate ads on Kijiji and Facebook. Communicate with potential tenants and schedule showings with 24-hour notice to the current tenant.
• Update the Roommate Agreements, proofedits, and propose changes using track changes.

REUMUNERATION

Hourly based work (variable)
• Basic and/routine tasks are paid at 3-5 $/hr
Complex writing and legal-related work is paid at 7$/hr
• Hourly work is variable/week dependant on productivity of the employee.
• Bonus is offered for certain task finished successfully at a percentage or a flat rate.

Project based task:
• Some tasks are Project Based a payment is made upon receive of quality deliverables.
• For unfinished or unsatisfactorily project-based tasks, a refund of (bulk or hourly based payment) advance paid is necessary if the project-based task is not finished fully.
• Bonus is offered for certain task finished successfully at a percentage or a flat rate.
•
• The contract is a mix of Project-Based and Hourly-Based work.
• For Project-Based tasks: they will be defined at the beginning of the task then, payments will be hourly, but they remain condition upon completion of the deliverable. These Project-Based will have deadlines and strict timelines and might not have additional allotted time.
• The VA will be offered 10% increase within 3-6 months with outstanding performance and a 1% minimum of awards (gross amount) that are successfully achieved in an application they prepared.

BACKGROUND CHECK:
• CV
• Two references
• Criminal background check
• ID verification is required.

SELECTION PROCESS
• Please send an email with a zoom invite to make a first meeting, select a time between 5-7 pm ET Ottawa time to my gmail address. Connect with me before the meeting for a final confirmation of attendance.
• Several interviews and written tests will be administered.

PROBATION PERIOD
This subject to ai probation periods 1-3 months at reduced rate.
Bonuses are discretionary and based on performance.