REMOTE EXECUTIVE & OPERATIONS ASSISTANT

Position Overview

About the Role

Virtual Wizards is hiring a Remote Executive & Operations Assistant on behalf of a growing law firm.

This is a highly organized, detail-oriented, and proactive role focused on business intelligence, reporting, operational oversight, and accountability. This is not a traditional calendar-and-inbox assistant position.

The ideal candidate has experience supporting a CEO, managing partner, or law firm leadership and approaches their work like a business owner, not a task-taker.

Familiarity with AI tools such as ChatGPT, Claude, Gemini, or similar platforms is a significant plus.

Primary Responsibilities

1. Ledger Management & Financial Tracking

This is the most critical responsibility of the role.

Responsibilities:

• Own and manage the firm’s revenue and case ledger
• Track payment plan clients, balances owed, due dates, and overdue payments
• Coordinate with intake teams to pull:
  • Call volume
  • LSA call counts
  • Conversion rates
  • Case status data
• Generate:
  • Weekly ledger reports
  • Monthly rollups
  • Quarterly reports
  • Annual summaries
• Flag discrepancies, missing data, or anomalies immediately
• Maintain organized archives and version control for all ledger files

2. LSA (Local Service Ads) Tracking & Oversight

Responsibilities:

• Monitor Local Service Ads lead volume
• Track conversion rates from:
  • Calls
  • Consultations
  • Retained clients
  • Signed cases
• Review intake handling of LSA leads and identify missed opportunities
• Flag incorrect, duplicate, or non-qualifying LSA charges
• Assist with preparing LSA dispute documentation
• Compile weekly and monthly LSA performance summaries

3. Field Marketer Report Review & Synthesis

Responsibilities:

• Review daily field marketer reports for:
  • Completeness
  • Consistency
  • Credibility
• Cross-reference contact names and reports to identify inconsistencies
• Flag concerns to leadership immediately
• Summarize weekly activity including:
  • Locations visited
  • Contacts made
  • Leads generated
  • Follow-up actions
• Track ROI indicators and long-term performance trends
• Connect field marketing activity to actual intake and case results

4. Consolidated Weekly & Periodic Reporting

Responsibilities:

• Compile weekly operations summaries covering:
  • Ledger updates
  • LSA performance
  • Field marketer activity
  • Payment plan status
  • Call volume
  • Conversion data
  • Outstanding action items
• Prepare monthly, quarterly, and annual operational reports
• Ensure all reports are accurate, consistent, and delivered on time
• Identify trends, anomalies, and operational concerns proactively
• Organize reports within shared systems accessible to leadership

5. Marketing Agency Coordination & Review Support

Responsibilities:

• Review agency deliverables including:
  • Content drafts
  • Copy
  • Campaign materials
• Provide organized feedback to leadership
• Track marketing project timelines and deadlines
• Maintain logs of submitted, approved, and published deliverables
• Serve as a communication layer between the agency and leadership

6. Personal Instagram / Airbnb Assistance

Responsibilities:

• Assist with basic Instagram scheduling and posting
• Draft captions and content ideas
• Monitor engagement and flag important messages

Note: This is a light supplemental responsibility. The primary focus of the role is operations and reporting.

7. Inbox Support (Light)

Responsibilities:

• Organize and monitor specific email threads
• Draft responses for leadership review
• Flag urgent emails requiring direct attention
• Assist with inbox organization and labeling

8. Miscellaneous Administrative Support

Responsibilities:

• Support small caseload-related administrative tasks
• Assist with special projects
• Identify process improvements
• Remain responsive and adaptable as responsibilities evolve

Required Qualifications

• Bilingual English & Spanish (spoken and written)
• Minimum 2 years of experience in:
  • Executive Assistant
  • Operations Coordinator
  • Law Firm Administration
  • Legal Secretary
  • Similar operational roles
• Strong spreadsheet and data management skills
• Experience generating operational or business reports
• Exceptional attention to detail
• Strong written communication skills in English
• Reliable high-speed internet and professional remote setup
• Ability to work independently without micromanagement
• Strong organizational and time management skills

Preferred Qualifications

• Prior law firm or legal operations experience
• Experience supporting a CEO, managing partner, or C-suite executive
• Familiarity with:
  • ChatGPT
  • Claude
  • Gemini
  • AI workflow tools
• Experience with Google Local Service Ads (LSA)
• Experience reviewing marketing deliverables
• Familiarity with legal CRMs such as:
  • Clio
  • MyCase
  • Lawmatics
• Basic social media management experience
• Experience working with distributed remote teams

Tools & Systems

Candidates should be comfortable using or quickly learning:

• Google Workspace
• Microsoft Excel
• Google Local Service Ads Dashboard
• AI tools (ChatGPT, Claude, Gemini, etc.)
• Instagram
• Project management platforms:
  • Trello
  • Asana
  • ClickUp
• Communication platforms:
  • Slack
  • Email

Work Structure & Expectations

• Full-time remote independent contractor position
• Must overlap with U.S. working hours
• Daily responsiveness during core business hours is required
• The role will evolve as the firm grows
• Onboarding will include working closely with the firm’s senior administrative assistant
• Candidates are expected to be proactive, self-managed, and highly accountable

Ideal Candidate Profile

The ideal candidate is:

• Obsessed with accuracy
• Highly organized and process-oriented
• Proactively communicative
• Adaptable and resourceful
• Trustworthy with sensitive information
• Comfortable working independently
• Tech-forward and AI-friendly
• Professional in both English and Spanish