Virtual Administrative Assistant

Description

Summary: Seeking a detail-oriented Virtual Administrative Assistant to manage legal case data, client communication, and administrative tasks for a law firm. Highlights: 1. Manage confidential immigration records with discretion 2. Communicate clearly and professionally with clients 3. Collaborate closely with legal team members **Virtual Administrative Assistant** * **Organization:** **Alonso \& Alonso Attorneys at Law, PLLC** * **Reports to:****Team Lead, Administrative** * **Employment Type****: Full\-Time Contractor** * **Location:** **Remote** **About Us** ============ At Alonso \& Alonso, we provide personalized attention and services tailored to each client's specific needs. We achieve this through client education, consistent updates, thorough assessment of each case, and customized legal strategies based on each client's circumstances. **Essential Responsibilities and Duties** * Accurately enter, update, and maintain client information and legal case data in secure digital systems, prioritizing time\-sensitive documentation. * Manage and handle confidential immigration records with discretion, ensuring strict compliance with legal and firm\-wide data standards. * Communicate clearly and professionally with clients primarily via email and text, and occasionally by phone to provide updates and clarify information. * Organize and classify digital legal files to ensure efficient, secure, and timely access for legal team members. * Respond promptly to client inquiries related to case documentation and data requests, maintaining a courteous and service\-oriented approach. * Collaborate closely with attorneys, paralegals, and legal assistants to support the accurate preparation and processing of immigration documents. * Provide general administrative support related to document management and case workflows, as needed by the legal team. **Required Qualifications** * Exceptional attention to detail and a high level of accuracy in data entry. * Excellent written communication skills, particularly via email and text. * Demonstrated ability to handle confidential and sensitive information with discretion. * Strong organizational skills with the ability to manage multiple time\-sensitive tasks simultaneously. * Professional and courteous phone etiquette for occasional client communication. * Ability to perform well under pressure and meet strict deadlines in a fast\-paced legal environment. * Proficiency with office productivity tools (e.g., Google Workspace or Microsoft Office), especially spreadsheets and document management platforms * Fluency in English and Spanish to ensure clear and effective communication with clients from diverse backgrounds. **Preferred Qualifications** * Prior experience in a legal support, administrative, or data entry role. * Effective time management skills and the ability to prioritize responsibilities independently. * Experience working collaboratively within a team\-oriented setting. * Familiarity with immigration law processes or case management systems is a plus. **Technical Requirements** * Computer: Intel i5 (8th Gen\+) or AMD Ryzen 5 (3000\+), or Mac M1\+. Min. 8 GB RAM, 256 GB SSD. * OS: Windows 11 or macOS. * Monitors: Two screens required. * Headset: USB wired or wireless. * Internet: Wired connection, at least 20 Mbps. **Key Performance Indicators** * **Productivity Effectiveness** Maintain a minimum achievement rate of 95% of assigned weekly productivity goals, ensuring timely completion of document processing, data entry, and administrative tasks. * **Data Accuracy Rate** Maintain a minimum accuracy rate of 98% on all client records, case updates, and document entries, ensuring information is free from errors, omissions, or discrepancies. * **Client Communication Responsiveness** Respond to 100% of client inquiries within 24 business hours, maintaining timely and professional communication standards. * **Case File Organization Compliance** Maintain 98% compliance with firm standards for document naming, categorization, storage, and digital file organization. * **Task Completion Rate** Complete 95% of assigned administrative, data entry, and document management tasks by established deadlines. * **Schedule Adherence** Maintain a minimum schedule adherence rate of 95%, ensuring consistent attendance, availability, and compliance with assigned work schedules. * **Quality Assurance Compliance** Maintain 98% compliance with internal quality standards, minimizing rework, corrections, and documentation deficiencies. **Work Environment** * Full\-Time Contractor * Remote work * Collaborative, mission\-driven culture with a fast\-paced startup dynamic. **Salary and Benefits** * **Salary Rate:**$10 per hour * **Benefits****:** * Paid Time Off * Mental Health Days * Company Holidays * Wellbeing support **Application Process** You may apply to our career page: https://alonsoandalonsolaw.wd503\.myworkdayjobs.com/Alonso **Physical Demands** This position primarily involves sedentary work, requiring the ability to sit for extended periods while using a computer, phone, and other office equipment. Must handle typing and data entry tasks efficiently. **Equal Opportunity Employment Statement** *Alonso \& Alonso attorneys at law is an equal opportunity employer and is committed to building a diverse and inclusive organization. We prohibit discrimination and harassment of any kind based on race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, age, or any other protected characteristic.* **Acknowledgment Signatures** This clause confirms that the team member acknowledges and understands the duties and responsibilities outlined in their job description at Alonso \& Alonso. The team member agrees to fulfill these responsibilities to the best of their abilities in accordance with company policies and procedures. Any queries regarding the job description can be directed to their supervisor or the human resources department for clarification.