Administrative Assistant for Lisa - Looking for a Unicorn!

Here’s a quick video sharing why you may want to work with us! https://www.loom.com/share/571ac017b6834da6a2d6955f0e0921d1?sid=170295e9-acac-4ac9-9dd2-45cb5928b008e

I’m Rhino Julie, and I LOVE building super teams to service our clients' needs.

If you love a challenge, love problem solving, love working with others (and also love working by yourself LOL), and it makes you happy when you overdeliver for clients, I want you on my team!

My promise to you:
*I provide a FUN working environment.
*We are constantly learning new things.
*We are a team who wants to be the best at what we do, which means you have the BEST teammates.
*I ALWAYS pay on time.
*I treat all of my team members with respect and love.

Client Overview:
*Our client, Lisa, is an amazing attorney who needs help getting the admin work off her plate! She is organized and efficient and loves making her processes better. She values her team and her work and she hopes to find her assistant who will help her business run even better.

Client Requirements:
*Must be able to work Mountain Time (US) 9am-5pm
*Must be female
*Must have administrative assistant experience
*Must have strong verbal and written communication skills
*Must have excellent organizational and time-management skills.
*Must be able to follow detailed instructions
*Must have high attention to detail and accuracy.
*Must be super organized
*Detail-oriented with a commitment to quality control

Software tools used by the client (it’s okay if you’re not familiar with some of these tools):
*Monday.com
*PraticePanther – case management/billing
*Monday.com – task management, workflow management
*Calendly – calendaring/scheduling
*Google/G Suite – gmail/google business platform
*OneDrive – Document storage/management
*InTakeQ – questionnaires and secure document sharing
*SnapForms/The Form Tool – document assembly
*Zoom – video conferencing
*Docusign – e-signatures
*Handwrytten – for sending “handwritten” correspondence to clients

Responsibilities/Tasks:
Email Management and Organization
*Sort Lisa’s email inbox based on priority
*Responsiveness to emails – reply to all emails within 24 hours (one business day)
*Transcribe Voicemails (audio files sent by email)
*Sort and handle emails that are requesting meetings with Lisa (i.e. draft responses, schedule clients, etc.)
*Sort out junk email and create filters to handle newsletters, promotional emails, etc.

Calendar Management/Scheduling
*Draft Replies/Reply to emails from potential and current clients to schedule appropriate meetings with Lisa
*Draft Replies/Reply to emails from colleagues/referral partners to schedule networking meetings with Lisa
*Follow-up with potential clients/current clients to schedule meetings with Lisa
*Follow-up with colleagues/referral partners to schedule networking meetings with Lisa
*Calendar events/monthly meetings for organizations Lisa is involved with and RSVP as needed

Client Onboarding
*Ensure potential clients have submitted a Pre-Intro Call questionnaire prior to intro call with Lisa
*Ensure new clients have submitted a Questionnaire prior to initial/discovery call with Lisa
*Draft and send engagement letters for e-signature by new client
*Send retainer requests to clients to deposit retainer funds
*Input client information and create new client records in PracticePanther
*Create matter records in PracticePanther

Client Offboarding
*Send thank you
*Send client offboarding survey
*Close matter in PracticePanther

Sales Funnel
*Utilize Monday.com sales board (already created) and email templates (already created) to engage with new prospective clients
*Utilize Monday.com sales board (already created) and email templates (already created) to follow-up with potential clients to move them through the sales process from initial inquiry to engagement

Other
*Creating and updating SOPs (standard operating procedures)

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If you know in your heart this job is for you, please apply on our super quick application system by clicking here: https://app.loxo.co/job/MjUwMTMtaDM2aXZ6czJ1dGY0MTV1ag==

You only have to apply for one job through our portal, and then you can email us if you want to be considered for additional positions.

We have many positions available, so even if this one isn't a perfect fit, if you are a hard worker who loves learning and pays attention to the details, we will probably have something else available for you!

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Our super cool hiring process:

*We have real people communicating with you and looking at your application!
*We PAY you to take a Paid Test for the client you're applying for to make sure you like the job and you have the skills for it.
*At any time, you can check out the other clients we have and ask to take Paid Tests for them, as well!

Please note that there is a 1-time Profile that you will help us fill out before the Paid Test. This profile will be sent to our clients, along with your Paid Test results. We value you as a person, and we value your time. Once you're in with Rhino Squad, you're IN, and you have lots of job opportunities available to you. So we appreciate your help in preparing your details to present to our clients.

IMPORTANT: Do not book on Rhino Julie's client booking page, this causes our potential clients to be unable to book sales calls with her. We love your enthusiasm, but Rhino Julie's job is to get clients for our virtual assistants to get their dream jobs. Our recruitment team’s job is to take care of our applicants and help them match with their dream job. So, please apply here for your dream job and we will invite you for an interview if your qualifications match the job you're interested in. We cannot stress how important it is to leave her calendar open for her client calls.