Virtual Office Assistant - Freelance (US Law Firm, Home-based)

November 16, 2024

What are we looking for?

Skills Required:

Minimum of 4 years of experience as Office Assistant, Admin or any related role.
Strong organizational skills with meticulous attention to detail
Excellent written and verbal communication skills
Ability to work collaboratively in a team-oriented environment
Discretion in handling confidential and sensitive information
Adaptability and a proactive approach to problem-solving
Openness to other duties as assigned.

Nice to Have:

Proficient in using CRM tools.
Well experienced in using Legal Software tools.
Background in Legal Setting is a plus.

What will you do?

Client and Communication Management:

Handle phone call etiquette and manage messages for legal team members
Check and respond to emails as they come in and three times a day.
Schedule and manage Zoom meetings, including reviewing clients’ computer adequacy.
Maintain confidentiality and handle client communications with utmost professionalism.
Documentation and System Management:
Set up new clients in Zoho for automatic emails, Practice Panther and Office 365.
Use Zoho for email marketing, birthday emails, and reviewing all client emails.
Utilize Practice Panther for note-keeping and managing appointments.
Store and manage documents in Office 365, advising on stored content including old client files.
Draft deeds and manage document filing using HotDocs and Simplifile.

Process and Workflow Management:

Start workflows in Practice Panther for estate planning (EP) and probate processes.
Review and follow probate workflows, including inventory process and publication.
Enter notes for meetings in Practice Panther/Trello.

Administrative Duties:

Enter information into system for putting scans into maintenance program (CCM)
Send emails to new CCM members with welcome note.
Converting Decision Vault to Remarkable.
Order and check supplies, including binders and office supplies.
Manage Wealth Docs client input and make changes as needed.
Maintain cleanliness of the virtual office space and manage organizational tasks.

JOIN CONNECTOS NOW!

ConnectOS is certified as a Great Place to Work and is a top-rated Philippines employer of choice.

Our Client provide all services for your end of life planning, including Wills, Trusts, Medical Directives, Financial Powers, Guardianship, Charitable Giving and Advanced Estate Planning. They also provide legal services for Elder Law, Business Formation and Succession, and Probate.

To learn more about our awesome opportunities, visit connectos.co/careers

#ConnectOS #ConnectOSCareers #TeamConnectOS

Equal Employment Statement

Employment decisions at ConnectOS will be conducted without consideration of factors such as age’, race, color, religion, gender, disability status, sexual orientation, gender identity or expression, genetic information, and marital status. ConnectOS ensures the full confidentiality of the data it processes.

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...

DISCLAIMER

Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

5. HOW DO YOU PROCESS INFORMATION?

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

8. HOW TO PRIORITIZE WORK?

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

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