Virtual Executive Assistant (AI & Legal Admin | Full-Time | U.S. Hours)

(1) Introduction

I'm looking for a highly reliable, proactive, and tech-savvy Virtual Executive Assistant who can help me streamline my business, manage communications, and assist with automation setup.

I run a law firm (Timmerman Law LLC) and a growing business (Vetrae.ai) that integrates AI into business systems. Right now, I need someone who can set up systems with me (Notion, ChatGPT, Zapier, Microsoft Outlook), manage emails, schedule meetings, and answer and make calls on my behalf.

(2) Key Responsibilities

• Set Up & Manage Business Systems ? Organize Notion dashboards, automate workflows, and optimize productivity tools.
• Handle Email & Calendar Management ? Draft responses, schedule meetings, and coordinate tasks.
• Make & Receive Calls Using 8x8 VoIP ? Answer calls professionally, return client inquiries, and book appointments.
• Assist with Legal & Administrative Tasks ? Organize documents, assist with legal filings, and manage case updates.
• Use AI Tools for Efficiency ? Leverage ChatGPT and automation to improve workflow and task execution.

(3) Who You Are

• You’re proactive & solutions-oriented—you don’t wait for instructions, you anticipate needs.
• You communicate professionally & fluently in English, both written and spoken.
• You’re tech-savvy & comfortable with automation tools (Notion, Zapier, ChatGPT, Outlook).
• You’re highly reliable & detail-oriented, ensuring smooth operations without micromanagement.
• You’re eager to work full-time, U.S. hours (CST), and become an essential part of the team.

(4) Preferred Additional Skills (Not Required, But a Plus!)

While the main skills for this role are Executive Assistance, Notion, and AI & Automation, candidates with experience in the following areas will stand out:

• Project Management (Organizing workflow, tracking deadlines)
• Microsoft Outlook (Managing emails, calendar, scheduling)
• Zapier (Setting up automations between tools)
• Legal Assistance (Helping with filings, document organization)
• VoIP & Phone Support (Answering calls professionally)
• Customer Support (Handling client inquiries with professionalism)

(5) Legal & Confidentiality Considerations

This role involves handling confidential legal and business information. As part of the hiring process, the selected candidate will be required to:

• Sign a Non-Disclosure Agreement (NDA).
• Follow strict privacy and security guidelines when managing sensitive information.
• Maintain professionalism and discretion when handling client communications and legal filings.

By applying for this role, you acknowledge that you will be working with sensitive information and are committed to upholding confidentiality and professionalism.

(6) Final Thoughts: Join a Team That Values Your Skills!

This is not just another VA job—this is an opportunity to work closely with a forward-thinking employer who values efficiency, innovation, and AI-driven automation.

You will be one of the most important people in my workflow. The right person will be:
• Treated with respect and kindness for their contributions.
• Trusted with key responsibilities and given opportunities to grow.
• Encouraged to share ideas and feedback in a supportive environment.

Apply now and take the next step in building a long-term career with a business that values your skills, reliability, and dedication!

(7) How to Apply (Follow These Steps Carefully!)

To be considered, you must follow these instructions:
• Send an application with the subject line: "Your Next VA – [Your Name]"
• Include a short video or voice note (2 mins max) answering: (1) Why do you want this job, (2) What is your experience with Notion, AI, and automation, and (3) How would you organize my email and calendar for efficiency?
• Attach your resume & briefly describe: (1) Your experience with phone and email management, (2) Your ability to set up and improve work systems, and (3) Any experience with law firms or legal admin work (if applicable).
• Include your expected monthly salary within the specified range.

Applications that do not follow these instructions will not be considered.