V101 - Executive Assistant | Administrative Support Specialist

Job Duck is hiring a virtual

V101 - Executive Assistant | Administrative Support Specialist

Job Duck is a virtual staffing company that matches candidates to work from home for a single U.S.-based business, in most cases a law firm.

Job Description:

Summary

We’re looking for a proactive and detail-oriented Administrative Support Specialist to join our team and help streamline daily operations. In this role, you’ll play a vital part in maintaining smooth workflows by managing data entry, calendars, and internal systems. You’ll assist with the development and implementation of new programs that enhance client and referral source satisfaction while supporting overall office efficiency. This position is ideal for someone organized, eager to learn, and who enjoys making things run seamlessly behind the scenes.

Monthly Compensation: 1,060 to 1,150 USD

Responsibilities include, but are not limited to

•Manage data entry across CRM, project management, and billing systems.
• Maintain and update calendars, schedule meetings, and coordinate appointments.
• Review and manage emails, ensuring timely responses and task follow-up.
• Assist with basic filings and document organization.
• Support the creation and implementation of new systems (e.g., client surveys, testimonials, gifting programs).
• Oversee and maintain existing systems to ensure accuracy and consistency.
• Enter contractor time entries and expenses.
• Manage formations, qualifications, DBAs, cancellations, and publications.
• Coordinate agent representation assignments and information updates.
• Handle trademark entry into Matter and manage data and updates through USPTO processing.
• Respond to client information requests, such as copies of documents or registered agent information.
• Close old matters and participate in various data management projects.
• Prepare single-member operating agreements and memo invoices.
• Prepare and collate transition packets.
• Assist with RTI billing preparation and coordination.
• Track workflow from engagement to completion.
• Handle S-Elections and obtain EINs.

Key Skills

• Highly detail oriented and organized, with strong follow-through.
• Fast learner with the ability to understand the “why” behind tasks.
• Comfortable handling multiple priorities and maintaining accuracy.
• Data-driven mindset with a passion for systems and efficiency.
• Team player with a collaborative attitude and positive communication style.
• Reliable, trustworthy, and eager to contribute to team success.
• Culture fit and attitude are more important than years of experience.

Requirements

• 1 - 2 Previous administrative experience preferred (training will be provided).
• Experience with QuickBooks is a plus.
• Ability to accurately enter, categorize, and track information.
• Strong communication and organizational skills.
• Proficiency in English (written and spoken).

Softwares

•Salesforce
• QuickBooks 

Work Shift:

9:00 AM - 6:00 PM [EST][EDT] (United States of America)

Languages:

English, Spanish

We believe that Every Great Person Deserves a Great Job. This position is home-based, allowing you to work from the comfort of your own home. So, take the first step and apply now! 

Our application process involves multiple stages, and submitting your application is just the beginning. Every candidate needs to successfully pass each stage to become part of our team.

Please keep an eye on your email and WhatsApp for the next steps, as we'll assign someone to guide you through the application process. Be sure to check your spam folder as well.