Triligual Administrative Assistant - FULLY REMOTE

Trilingual Admin Assistant – FULLY REMOTE

Job description

Please make sure you read the complete job post and answer the questions below in addition to sending your resumé, or your application will not be considered complete.

As a Fully Remote Administrative Assistant, you will support our managers and clients. Your responsibilities include project coordination, drafting documents, data entry, report preparation, finance tasks, collections and client sales. You will also make sure company procedures are followed and that communication with clients stays consistent and professional.

In this role, you will talk with clients often by phone, email and our internal messaging system to gather information and give updates. To succeed, you need strong organizational skills, the ability to manage large projects and tight deadlines, and the resilience to thrive under pressure.

Key Responsibilities:

• Documents Drafting: Prepare, format and proofread agreements, letters, forms, client correspondence, and other case documents
• Sales / Client Intake: Follow up with prospective clients after consultations, explain the firm’s services and fee structure, prepare and send Services Agreements for signature, collect initial payments, and open new client files.
• Client Communication: Act as a point of contact for clients, gather information, and give timely case updates.
• Case Management Review: Review the firm’s case management software every week to confirm that client and case information is current and complete, and that every new case has been assigned and finished all steps of the case-opening procedure. Flag and follow up on deadlines, missing or outdated information.
• Attorney Bar Memberships & Associations: Track bar admissions, annual registrations, membership dues, renewals and professional association subscriptions for each attorney so every filing and payment is completed on time. Keep a calendar of deadlines and send reminders well ahead of each due date.
• Administrative & Finance Support: Data entry, reports preparation, project coordination, and help with invoicing, client expenses and financial records.
• Collections: Track client balances and payment plans, send payment reminders, follow up on past-due accounts professionally and with empathy, process payments, and keep billing records accurate.

You will play a critical role in keeping our systems accurate and efficient while delivering exceptional service to clients. A competitive applicant should demonstrate:

• Excellent written and verbal English skills;
• Native or near-native proficiency in Portuguese and Spanish;
• An aptitude for clear and effective communication;
• Comfort with sales conversations and collections, including handling objections and sensitive payment discussions;
• The ability to manage multiple tasks effectively;
• Attention to detail;
• An ability to work with people during challenging moments in their lives;
• A willingness to give, receive, and implement constructive feedback.

Applicants must be fluent in spoken and written English, Portuguese and Spanish. Candidates without fluency will not be considered.

Applicants should have an undergraduate degree with one (1) year of relevant experience, or a high school diploma with at least five (5) years of relevant experience. Experience in sales, collections, customer service or a law office is a plus. Any additional language is also a plus.

ABOUT US:

We are a consulting firm offering administrative support to our parent company in the United States.

As a community-service oriented company, we seek candidates who are passionate about creating meaningful changes in our clients’ lives and building a work environment that is supportive of other team members.

We seek people who are honest to the core and who practice compassion and empathy every day.

Our people are proactive solution-seekers and are constantly looking for opportunities to serve our community, within and outside the firm.

We work hard and believe in delivering unequivocal excellence. We take pride in going the extra mile for our clients, embracing challenging cases, and fostering a supportive work environment for our team members. We love dreamers; we believe in miracles.

If our mission and goals resonate with you, we strongly encourage you to apply!

IMPORTANT NOTE:

You will be an employee of Massa Viana Ltda. and will receive compensation and benefits in accordance with Brazilian employment laws. Massa Viana Ltda. is not a law firm and does not offer legal services in Brazil. The consulting firm provides administrative support to Massa Viana Law, a firm located in Massachusetts.

This is a fully remote position, so you must have a working computer, a smartphone and a quality internet connection, among other tools.

HOW TO APPLY:

Please submit your résumé and cover letter in English. Your cover letter should tell us why you are interested in this role and how your previous experience prepares you for it. We will also use it to review your drafting skills. Applications without a cover letter and detailed answers to the application questions below will not be considered. AI-generated responses, such as those from ChatGPT, will result in disqualification. This includes AI-generated cover letters.

Application Questions:

• What excites you about working with immigrants?
• What is one other social cause you are passionate about and why?
• Which of the bolded values above resonate with you on a personal level and why? (You can pick more than one.)
• Visit our website. What is your opinion of it? Does it accomplish its goal, and why or why not?
• Describe your previous experience as an administrative assistant. Include any experience you have with drafting documents, sales or client intake, collections, human resources or recruiting, case management or client database software, or tracking deadlines and renewals. Tell us where you worked, how long you were there, and what you were responsible for.

Job Type: Full-time

Language:

• English (Required)
• Portuguese (Required)
• Spanish (Required)

Job Type: Full-time

Application Question(s):

• What excites you about working with immigrants?
• What is one other social cause you are passionate about and why?
• Which of the bolded values above resonate with you on a personal level and why? (You can pick more than one.)
• Visit our website. What is your opinion of it? Does it accomplish its goal, and why or why not?
• Describe your previous experience as an administrative assistant. Include any experience you have with drafting documents, sales or client intake, collections, human resources or recruiting, case management or client database software, or tracking deadlines and renewals. Tell us where you worked, how long you were there, and what you were responsible for.

Language:

• English (Required)
• Spanish (Required)
• Portuguese (Required)

Work Location: Remote