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Senior Executive Assistant

Job Description

As a Senior Executive Virtual Assistant, your role is to support the business owner and her team (currently 2 part-time VA’s) with business daily operations, technology implementation for better accuracy and efficiency, and client management with a high level of organisation, empathy, and initiative. The business is small but growing, and client care is very important. The business owner is quite time-poor and would love to have less to worry about as well as happier clients!

This full-time position requires you to manage day-to-day business operations and team coordination, and engage and/or create technology such as automation and Artificial Intelligence to streamline and increase efficiency and effectiveness of business operations and services. Automation / AI is a key step for the business moving forward – the business owner has invested in multiple options, can provide comprehensive training resources, and is happy to investigate more options/opportunities with you.

The role includes ensuring client communications, administrative tasks, CRM maintenance, and legal documentation/services systems are implemented to a very high standard. A background in using technology to increase accuracy and efficiency, as well as legal administration, particularly in areas like wills and estates, is highly desirable. It will enable you to develop and refine efficient processes that align with the business owner’s vision for seamless growth and top-quality services with enhanced client satisfaction.

Job Title

  • Senior Executive Assistant

Work Schedule
  • Day Shift
Job Qualifications/Requirements

  • Organisational Skills: Highly organised, detail-oriented, and able to manage multiple tasks effectively. Must be able to follow directions accurately and consistently. Able to co-ordinate or supervise others to ensure overall flow of work is maintained and nothing gets missed.

  • Technical Skills: Experience with Microsoft Suite, automation and AI software use, development / implementation, familiarity with CRM tool Clio software for basic legal practice management (training provided if needed).

  • Legal Knowledge: Experience with wills and estates or similar legal work, with a firm grasp of confidentiality, documentation accuracy and compliance.

  • Client Empathy: Ability to engage empathetically with clients in sensitive situations.

  • Communication Skills: Fluent in English, with excellent written and spoken communication skills.

  • Proactivity: A self-starter who doesn’t require constant direction, with strong problem-solving skills and enjoys finding ways to improve the client experience, systems / processes, the owner’s workload or business performance.

Job Responsibilities

  • Team / Administrative Support:

    • Oversee the team, including business owner, and manage daily activities.

    • Undertake direct administrative support such as:

      · emails, calendar, and client communication

      · organise and file emails and client information systematically

      · generate documents based on input, manage records accurately, and keep data updated with high levels of accuracy and attention to detail.

  • Technology development and implementation:
    • Take current processes and automate them as much as possible.
    • Develop tools (including AI) for improved client services and efficiency.
    • Develop tools (including AI) to assist the business owner in developing new services or options for clients.
  • Client / Data Interaction:
    • Maintain client confidentiality.
    • Handle client communication by email and telephone with empathy, particularly in sensitive matters.
    • Ensure appropriate actions / follow-up are implemented and update records in a timely manner.
  • System & CRM Management:
    • CRM ongoing management and implementation of automations.
    • Familiarity with the Clio CRM (training available if necessary).
    • Scope to create and continually improve systems and processes, and create automations or AI bots to implement.
  • Proactive Task Management:
    • Identify areas to reduce the owner’s workload, suggest improvements, and act with initiative.
  • Process Documentation:
    • Assist in creating a library of “how-to” videos and procedural documentation for consistency and future reference, including training for team and AI bots. Some existing procedures to be updated or improved.
  • Marketing / Growth:
    • As you grow into the role, there will be opportunities to take on additional responsibilities, including marketing and newsletter activities. Also assist the owner coordinate marketing and networking strategies.
  • Business Owner Support:
    • As you get to know the owner, there will be opportunities to support her to achieve better business and private life outcomes.

To Apply, please create your profile at air.wrkpod.com for your application as this is part of the new application process, and click this link for the job details: here

All successful applicants will be stationed in our office at DUMAGUETE CITY, TANJAY CITY, OR ILOILO CITY. 

Good luck and God Bless!