Click here to watch the intro video from the employe!
ABOUT US
The Family Practice is Dublin's newest family law practice. We are a different kind of Legal Firm based in Dublin. The Family Practice was set up with a simple mission: to help people through divorces where assets are involved. Established by experts in the field, we understand how overwhelming divorce cases can be, so our aim is to act as our clients sword and shield, guiding them through the whole process, while also keeping costs down. We are a small family business and we currently have different segments of customers that work with us primarily because they trust us personally. Our brand on this is friendly/approachable/nice (what we are). That being said, primarily trust is first.
We set up our practice in October 2017 and we have learned a great deal along the way about business. We both are Solicitors for 17 years so we are focusing on quality cases and clients and I suppose we are proud that we are selective in who we choose to work with as we value having time to spend with our 3 children over money. It was a goal of ours and I am proud to say we don't work that hard!!
We are relaxed people who know what we are doing and don't get upset easily. We have a perspective that people can make mistakes and we all do. We are kind and nice. If we don't think we will like dealing with a customer, we do not have to engage with them no matter the money. Life is too short
We're a small team that consists of:
⇢ Jeremy - a criminal Lawyer (dealing with crime cases and running the business i.e, finances, marketing, compliance, staff etc.)
⇢ Catriona - a Lawyer (dealing with law cases and some business clients)
⇢ Derek- a bookkeeper
⇢ Eileen - VA (managing all Jeremy's stuff and a lot of Catriona's stuff too and dealing with admin tasks)
ABOUT THE ROLE
We are looking for an Executive Assistant who will help us and relieve Jeremy and Catriona of all the administrative tasks and to allow them to pursue the real valuable work. This new colleague will allow us to "only do what only we can do".
Done well, it will give us more time for me to attract more work and for Catriona to complete more valuable work. I will have confidence that the work will be done and I will not have to constantly chase it. This role will be interacting on a daily basis with Jeremy and Catriona.
You’ll handle a range of administrative tasks as well as handle telephone calls with our customers and with other providers including the courts.
You MUST be comfortable speaking in English on the telephone.
This is not a sales role but there will be a lot of calls involved. We will provide an internet telephone service so you must also have a reliable internet connection and a quiet place to work from.
Your main responsibilities as an Executive Assistant will include:
- Processing claims for payment to a central Government Portal using a case management system and document automation
- Recording payments in Google Sheets
- Creating Google forms from previous data entry
- Reconciling payments received with claims inputted to inform the finance function how much is currently outstanding
- Engaging outside service providers to do work on the firm's behalf by speaking to them and emailing them supporting documentation
- Speaking directly to customers on the phone about court appearances
- Chasing up by email and phone the service providers for documentation from jobs performed
- Chasing up by email and phone various stakeholders for outstanding reports documentation
- Answering calls from existing and prospective customers
- Scheduling appointments with clients via ‘Zoom’ using Acuity
- Gathering invoices from service providers and providing monthly itemized report on total invoices owing
- Speaking to prospective clients and taking their history and concerns using a pro forma template
- Monitoring outlook and ascribing emails to each file
- Monitoring and performing tasks uploaded to ‘Trello’ by the owners/lawyers in the Practice. The Tasks are of varying time sensitivity
- Inputting client information onto case management system - ‘Clio’
Tools we use:
- Trello
- Outlook
- WhatsApp (currently), looking at Microsoft Teams soon,
- Clio - case management system
ABOUT YOU
Our most suitable candidate:
- Is a generalist who loves supporting others and enjoys keeping everything running smoothly behind the scenes
- Has great communication skills and are empathetic and patient with people. We are looking for a person who makes our clients say ‘we love talking to your assistant"
- Is organized, structured and consistent, you take pride in making sure things happen on time
- Takes pride in following standard operating procedures
- Is extremely detail oriented (no spelling mistakes, incorrect dates, etc. - you triple check everything)
- Is very persistent and as a matter of pride doesn't give up on a task
- Is adaptable and if faced with a new task, views it a challenge to be conquered and doesn't need direction on how to achieve this
- Is experienced in engaging with real people in real world situations and are phased by having to speak to people in a heightened emotional state
- Is responsible and reliable
- Has previous VA experience
- Gets satisfaction from repetitive tasks, so you can perfect them and enjoy being really good at them
- Has excellent communication skills and is fluent in English, both written and spoken
- Has experience with some of these tools: Google Calendar, Calendly, LinkedIn, Google Docs, Google Sheets/Google Forms/ Zoom/Office 365/Trello/Clio/
- Has a home office or work space with fast, reliable internet connection
- Is available 40 h/ week, from 9:30 am to 6:30pm (CET) on weekdays (because of Dublin working hours)
- Is aiming for a long term work relationship.
- Is ready to dive in! :)
The perfect Executive Assistant is:
- persistent
- diligent
- great communicator
- detail orientated
- patient
- adaptable
- able to work on own initiative
- unflappable
WHAT’S IN IT FOR YOU
- Full time work and long term partnership (this will be your main job and you will be working for us during the hours below)
- Training on the job
- Remuneration package: 1200 USD based on experience
- Working hours: 9:30 AM to 6:30 PM CET (Monday-Friday)
- Weekends off
HOW TO APPLY
- This position will be closed as soon as we find the perfect match. So make sure to read the description carefully and take your time to submit a high-quality application that stands out.
- If you apply we’ll respond promptly and keep you updated throughout the process.
- As part of the hiring process there will be the following steps:
1 - Click here to be be redirected to the original job post complete the application form.
2 - Paid test tasks - we’ll give you a chance to show us your skills. You’ll be paid for your time, we don’t work for free and we wouldn’t expect you to either.
3 - In depth interview - Chance for us to talk in more detail together about your future working with us.
We’re looking forward to hearing from you.
P.S. Applications sent without using the link above will not be considered for the role!