Part–Time Virtual Executive Assistant
Riesterer Law, Ltd. is seeking an energetic, motivated and friendly virtual executive assistant to work with its Founder and Principal Attorney. The role will be part–time, 10–20 hours per week to start, but could grow over time.
BASIC FUNCTION: The EA will be responsible for the administrative and organizational management of various tasks assigned by the Principal Attorney. The position requires both strategic thinking and detail–orientated implementation to help facilitate the continued growth of the firm and manage day–to–day operations. The ideal candidate will be motivated, highly professional and capable of functioning effectively in a variety of roles with minimal supervision. The ideal candidate will have experience handling a wide range of administrative and executive support related tasks, will be well organized and flexible, and will enjoy the administrative and operational challenges of supporting a growing law practice. As the firm enters a new phase of growth, the EA will be a critical and important addition to the team.
DUTIES/ESSENTIAL FUNCTIONS: Duties/essential functions of the EA fall generally under 3 categories: Administrative Operations, Client Service and Marketing & Business Development. Specific duties and functions may include, but likely will not be limited to, the following:
Administrative Operations
- Creating and maintaining a uniform digital filing system.
- Assisting with the creation of workflow templates.
- Identifying opportunities for operations/process improvement and efficiencies.
- Scheduling meetings.
- Assisting the Principal Attorney with schedule/calendar management.
- Internet Research.
- Managing professional liability insurance renewals and relationships with other 3rd party service providers.
Client Service
- Data entry for client reporting.
- Document drafting and proofreading.
- Preparing & sending client engagement letters/welcome packages/closing letters.
- Answering and returning calls.
Marketing & Business Development
- Developing branding/marketing materials, and/or managing relationships with marketing firms/freelancers.
- Web and social media management and updates.
- Being a brand ambassador for the Principal Attorney and the firm through social media content creation and engagement.
- Assembly and distribution of firm e–newsletters, practice area updates, firm alerts, etc.
- Building and maintenance of database/CRM/email distribution lists.
- Identifying opportunities for firm growth.
- Assisting with PowerPoint presentations, webinars and other materials in connection with speaking opportunities for the Principal Attorney.
Desired Qualifications:
- Associate degree or equivalent combination of education and work experience in business management, marketing, or related fields are particularly preferred.
- At least three (3) years of experience in an administrative support role, preferably as a virtual EA.
- Experience in the legal and/or mortgage industry is a plus.
- Experience managing projects.
- Experience in database/CRM management.
- Meeting/event/travel coordination experience is a plus.
- Experience in website design and/or maintenance.
Specific Desired Skills:
- Positive attitude and exceptional interpersonal skills.
- Ability to work remotely efficiently and effectively.
- Strong desire to help others succeed.
- Well–organized, with a high attention to detail and the ability to multi–task, prioritize and be responsive in a timely fashion.
- Ability to work independently, to be self–starter and to work proactively.
- Business and technology savvy.
- Advanced web and computer skills.
- Professionalism, as you will often be an extension of the Principal Attorney’s brand.
- Strong project management skills.
- Fully–functional knowledge of Microsoft Office 365 (Excel, Word, Outlook, PowerPoint) and Canva
- Specific familiarity/experience working with Clio legal practice management software highly preferred.
- Social media content management.
Additional Requirements:
- This is a fully remote position.
- A full home office set–up consisting of the following:
- Computer with webcam
- Reliable High–speed Internet access
- Smartphone with e–mail capability
- Availability during business hours of 8 a.m. – 5 p.m. ET, Monday through Friday.
- This is not a position you can do on the side while maintaining another full–time job – the work is not project–based.
- Ability to maintain strict confidentiality and handle sensitive information with integrity.
- This is a 1099 contractor position.
About Riesterer Law, Ltd.
Riesterer Law is a boutique firm based in Northeast Ohio and serving clients nationwide. Since 2008, the practice has focused primarily on the representation of 501(c)(6) tax–exempt trade associations and independent mortgage companies as outside general counsel and special counsel on a wide range of transactional, governance and strategic matters. The firm’s philosophy is rooted in a proactive approach to legal representation and the firm successfully represents clients across the country by leveraging technology to remain responsive to and connected with clients wherever they may be located and whenever the firm’s services may be required.