Scale Virtually VA

Executive Assistant

• Manage the CEO’s calendar, appointments, and daily schedule.
• Coordinate meetings, prepare agendas, and distribute meeting summaries.
• Draft and manage professional correspondence, reports, and internal communications.
• Maintain and organize digital files using Dropbox and Google Docs.
• Track key performance indicators (KPIs) and compile weekly operational reports.
• Act as a liaison between the CEO and all department heads to ensure timely execution of directives.
• Assist with onboarding, document organization, and coordination of special projects.
• Maintain the highest level of confidentiality when handling company and client information.
• Support administrative processes related to client management, payments, and automation tracking

Executive Virtual Assistant

Content Manager

• Edit, produce, and optimize **short-form video content** for TikTok, YouTube Shorts, Instagram Reels, and Facebook.
• Manage the content calendar, publishing schedule, and coordination of daily/weekly social media posts.
• Repurpose long-form content into high-performing short-form clips.
• Ensure all content aligns with brand guidelines, messaging, and marketing objectives.
• Monitor content performance analytics and make data-driven recommendations for improvement.
• Coordinate with internal team members (writers, designers, social media team) to streamline content workflows.
• Stay updated on short-form content trends, best practices, and platform-specific requirements.

Marketing Coordinator, Short-Form Content Editor

Attorney

• Represent clients in personal injury cases in Illinois courts
• Conduct legal research and draft pleadings, motions, and other case-related documents
• Attend hearings, depositions, mediations, and trials
• Collaborate with colleagues on strategy, case preparation, and client service
• Work hands-on across personal injury, workers’ compensation, and complex civil litigation matters
• Contribute to firm growth, with opportunities to take on leadership as the firm expands
• Work with the firm’s automation and AI technologies to enhance legal practice

Personal Injury and Workers' Compensation Litigation Attorney

• Represent clients in civil litigation cases in Illinois courts
• Conduct legal research and draft pleadings, motions, and other case-related documents
• Attend hearings, depositions, mediations, and trials
• Collaborate with colleagues on strategy, case preparation, and client service
• Contribute to firm growth and take on leadership opportunities as the firm expands
• Hands-on role across personal injury and complex civil litigation matters (civil RICO, fraud, corporate disputes)
• Work closely with the team in a collaborative, all-hands-on-deck environment

Civil Litigation Attorney

• Monitor multiple inboxes including CEO’s personal, Couplet Care and admin accounts, identifying and flagging priority communications
• Route urgent sales inquiries from HubSpot forms and track response actions
• Filter, organize and classify messages for delegation, deferral or deletion and maintain records in HubSpot and shared folders
• Coordinate CEO’s calendar across personal & business accounts, schedule and confirm meetings, purchase trials, conference sessions and travel
• Reserve time blocks for priority sales meetings and provide daily/weekly summaries of upcoming commitments
• Prepare and submit hospital vendor applications, liaise with hospital administrative contacts, track vendor approval status and coordinate with Director of Service
• Register CEO for conferences, secure hotel accommodations, arrange shipping/return of demo bassinets, book Ryder truck rentals and maintain logistics checklists
• Update HubSpot with new leads, contact information and activity notes; track sales pipeline stages and trial statuses
• Conduct healthcare contact research to identify relevant departments, provider specialties and decision-makers using hospital directories and medical databases
• Act as liaison between CEO, Sales Development Representatives, Director of Service and other team members; maintain operational directory and support pre-conference lead preparation

Executive Virtual Assistant, Healthcare

• Answer the main business line via DialPad following scripts and document project details in an internal web form (incoming leads from JobTread).
• Handle client calls, gather necessary project details (name, address, referral, timeframe), and ensure follow-ups are completed.
• Respond promptly to client inquiries and provide updates as needed.
• Manage Ed’s calendar using Microsoft 365 to schedule appointments and coordinate with subcontractors and clients.
• Send reminders, confirmations, and meeting summaries to prevent conflicts and ensure milestones are met.
• Coordinate with subcontractors on schedules, deliverables, and measurements, following up to ensure task completion.
• Organize and maintain contracts, permits, blueprints, and compliance documents in a shared drive.
• Track expiration dates for licenses, insurance, and permits to ensure compliance.
• Collect and file insurance certificates, bids, and W-9s.
• Track project expenses, prepare reports, and flag potential overages early.
• Prepare and send client invoices, record payments, and follow up on outstanding balances.
• Assist with monthly bookkeeping by scanning and attaching receipts to the correct jobs using Dext and logging transactions.
• Assist in drafting bid packages and proposals and organize cost estimates, vendor quotes, and supporting documentation.
• Monitor and engage in Facebook groups to identify potential leads and respond to direct messages.
• Post updates of ongoing projects, before/after photos, and testimonials to social media and Google Business and assist with uploading content to the website.
• Provide regular progress updates, reports, and meeting summaries to clients and collect/organize site progress photos to create simple visual updates or slideshows.
• Provide ad-hoc administrative assistance such as email management and client follow-up, handle insurance renewals, safety documentation, and compliance checklists, and maintain organized records for audits and inspections.
• Communicate blockers and provide daily updates on task status and progress.

Inside Sales

• Nurture leads, conduct sales presentations, and close deals remotely.
• Engage with potential clients via phone, email, and video calls to understand needs and present offerings.
• Qualify leads generated by marketing initiatives and follow up to convert them into customers.
• Maintain accurate records of all interactions in the CRM system.
• Conduct product demonstrations and sales presentations tailored to potential clients.
• Provide exceptional customer service and support throughout the sales process.
• Meet and exceed monthly sales targets and performance metrics.
• Collaborate with marketing, customer support, and sales teams to improve sales performance and client experience.

Inside Sales Associate

Manager

• Add and maintain buyer contacts in REsimpli CRM
• Grow and segment buyer database through outreach and networking
• Qualify new buyers and assess purchasing criteria
• Create and distribute marketing materials for properties under contract
• Post properties on InvestorBase, Facebook groups, and other real estate forums
• Manage email campaigns and property blasts using Constant Contact
• Serve as primary point of contact for buyer inquiries and provide timely updates throughout transactions
• Schedule and coordinate property showings or walkthroughs when needed
• Ensure accurate property and buyer data entry in REsimpli and track buyer engagement
• Maintain a well-organized digital record of all deals and interactions

Assistant Disposition Manager

Recruitment

• Design, optimize, and drive an aggressive talent acquisition strategy that meets the hiring needs of Scale Virtually
• Overhaul and own the end-to-end recruitment funnel from sourcing to onboarding
• Establish clear KPIs for hiring speed, quality, and pipeline efficiency, and hold the team accountable
• Implement data-driven recruiting strategies to increase placements, decrease time-to-hire, and ensure long-term retention
• Audit the TA team, identify gaps, and restructure the team if necessary; hire, train, and develop TA specialists
• Create a high-performance culture that rewards execution, speed, and quality over activity
• Identify and eliminate bottlenecks in the hiring process and implement the right ATS and tech stack
• Work cross-functionally with HR, Training, and Operations to ensure seamless onboarding and retention
• Align TA with business objectives, push back on inefficiencies, and provide high-visibility reporting on recruitment performance

Head of Talent Acquisition

• Act as the primary point of contact for company executives and external/internal clients seeking communication with the CEO.
• Manage project initiatives for the CEO's three companies simultaneously.
• Coordinate and maintain appointment schedules and calendars for each company.
• Plan and schedule meetings, conferences, and travel for the CEO and team members.
• Handle logistics for events, including collateral management.
• Take meeting minutes and maintain accurate records on various platforms.
• Maximize the CEO's time by handling correspondence, drafting documents, and initiating calls on their behalf.
• Facilitate internal communication and assist in change management.
• Produce reports, presentations, and briefs for each company.
• Identify and suggest more efficient office processes.
• Review and recommend changes to policies and procedures.
• Conduct needs analysis, SWOT analysis, root cause analysis, SMART goals, and action planning.
• Perform other executive admin responsibilities as needed.