Administrative Assistant (ZR_21222_JOB)

Role Name: Admin Virtual Assistant

Schedule:

• Full-time, Monday to Friday 8:30am to 5:30pm CST
  

Client Timezone: US Central Time (Houston, Texas)

Client Overview

Join a forward-thinking mental health clinic that’s revolutionizing patient care in the legal sector. This innovative practice specializes in providing crucial mental health services to clients involved in complex legal cases, particularly those stemming from personal injury situations. As a key player in the intersection of mental health and law, the clinic collaborates closely with prominent law firms and medical facilities, handling high-stakes cases that often involve severe accidents and trauma. Their unique approach not only aids in clients’ recovery but also plays a vital role in the legal process, making every day on the job both challenging and deeply rewarding.

Job Description

Embark on an exciting career as an Admin Virtual Assistant in a role that bridges the gap between mental health services and legal proceedings. In this pivotal position, you’ll be at the heart of managing critical communications and documentation that directly impact both patient care and legal outcomes. Your meticulous attention to detail and strong communication skills will be instrumental in securing and maintaining essential contracts with law firms, ensuring smooth operations of the clinic, and ultimately contributing to the healing process of individuals navigating complex legal and health challenges. This role offers a unique opportunity to grow your administrative expertise while making a tangible difference in people’s lives, all within a dynamic, fast-paced environment that values your contributions and offers potential for long-term career growth.

Responsibilities

• Spearhead communication with law firms to secure vital contracts, playing a crucial role in initiating patient care
  
• Craft and send professional, persuasive emails to legal partners, articulating the clinic’s needs and following up diligently
  
• Conduct strategic follow-up calls with law firms, showcasing excellent phone manner and negotiation skills
  
• Develop and maintain a robust system for organizing and tracking long-term case documentation, ensuring easy accessibility and confidentiality
  
• Act as a key liaison between the counseling center and partnering law firms, fostering strong professional relationships
  
• Handle highly sensitive information with the utmost discretion, maintaining strict confidentiality standards
  
• Proactively manage and prioritize tasks to ensure all contractual and communication deadlines are met
  
• Adapt to evolving case needs, providing flexible administrative support as cases progress over extended periods
  

Requirements

• Native-level English proficiency with exceptional written and verbal communication skills
  
• A warm, professional speaking voice that instills confidence in clients and partners
  
• Proven experience in administrative roles, preferably within healthcare, legal, or related professional services sectors
  
• Advanced proficiency in email management, MS Office suite, and ability to quickly learn new software systems
  
• Demonstrated ability to work independently, manage time effectively, and thrive in a remote work environment
  
• Meticulous attention to detail, particularly when handling legal documents and sensitive information
  
• Strong problem-solving skills and the ability to take initiative in improving processes
  
• Flexibility to align working hours with US Central Time Zone (Houston, Texas)
  
• Commitment to long-term professional growth and adaptability to evolving role requirements
  
• Understanding of or willingness to learn about HIPAA compliance and other relevant regulations in handling medical and legal information