JOB CATEGORY: Personal Assistant/Attandant
Virtual Executive/Admin/Legal Assistant
$3-9 CAD/hr
Full or Part time, 20-40 hrs
IMPORTANT:
Some tasks are Project Based
Please upon contact or to apply, pleases send a resume and a sample Factum/legal argument you have drafted in the past
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 . 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.
/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, 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.
WORK SCHEDULE AND CONTRACT
• Alternate between 20h /week 1, then 30 week 2 (flexible)
• VA might need to be available up to 10 hr on weekends.
• 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-IMPOI
Resume + sample of Factum/legal argument
Informal meeting
Exam/test
Interview
APPLY FOR THIS JOB:
Company: Cleaning Service Agency
Name: Sarah King
Email: