Virtual Assist

Backend Engineer

• Build Complex Workflows: Design and deploy n8n automations (e.g., "When a user signs up, scrape their website, summarize it with an LLM, and update our CRM").
• Create Dashboards: Use Lovable.dev to spin up user-facing dashboards and admin panels rapidly.
• Develop RAG Systems: Build backends where users can chat with PDF documents or specific datasets.
• Scripting: Write and deploy Python/JS scripts for data scraping, cleaning, or API middleware.
• Communication: Explain your code logic in clear spoken English via Slack/Zoom during US business hours.

AI Automation, Backend Developer

Executive Assistant

• Manage executive calendars, appointments, and travel arrangements, ensuring optimal scheduling and time management.
• Handle confidential correspondence, including legal documents, client communications, and internal memos.
• Prepare, review, and organize legal contracts, agreements, and case-related files.
• Conduct legal research and compile findings into concise summaries or reports.
• Maintain and update databases, case files, and document management systems.
• Draft, proofread, and edit legal and business correspondence, presentations, and reports.
• Act as the primary liaison between executives, clients, and partners—ensuring timely and professional communication in both English and Portuguese.
• Coordinate meetings, prepare agendas, take minutes, and ensure follow-up on action items.
• Support business operations through project tracking, deadline management, and workflow optimization.
• Assist in billing preparation, expense tracking, and other administrative financial tasks.
• Anticipate executive needs and proactively resolve issues before they escalate.
• Uphold confidentiality and handle sensitive information with the highest degree of professionalism.

Executive Assistant, Paralegal Background – Portuguese Bilingual

• Handle all incoming calls, emails, and messages from customers and team members with professionalism and accuracy.
• Manage scheduling and dispatching of jobs using Housecall Pro or similar tools to ensure smooth coordination with field crews.
• Perform general day-to-day office administration — organizing files, updating records, managing invoices, and tracking expenses.
• Create and send quotes, service confirmations, and follow-ups to residential and commercial clients.
• Provide bilingual (English and Spanish) communication to support a wider customer base.
• Monitor and respond to Google, Yelp, and Facebook inquiries; track leads and schedule estimates or services.
• Assist with social media management — posting updates, responding to comments, and maintaining a consistent brand presence.
• Support basic marketing activities, including email outreach and updating listings or promotional materials.
• Maintain accurate CRM records, ensuring customer and job data is always up to date.
• Generate weekly reports summarizing leads, completed jobs, and outstanding follow-ups.
• Help identify and implement AI tools or automations that improve efficiency in communication, marketing, or scheduling.

Bilingual Virtual Assistant, Spanish

• Manage and operate the Podcast Method Growth System, coordinating the podcast-to-sales funnel from guest outreach to publishing and CRM tracking.
• Research and source potential podcast guests who align with the target audience.
• Send and manage outreach campaigns, schedule recordings, and coordinate communications.
• Maintain guest experience end-to-end: prep materials, reminders, and thank-you follow-ups.
• Support warm lead handoffs to the sales team when guests become prospects.
• Manage publishing and distribution of completed podcast episodes across platforms (YouTube, Spotify, Apple, etc.).
• Coordinate with the editing team to ensure timely delivery of assets and deliver final episode packages to guests and internal marketing.
• Track and update guest journeys in the CRM (HubSpot preferred); run follow-up sequences and record guest-to-prospect conversions.
• Maintain and optimize SOPs for the Podcast Method.
• Provide general VA support: scheduling, troubleshooting tech/workflow issues, and supporting leadership, sales, and marketing teams.

Virtual Assistant, Podcast

Social Media Manager

• We are seeking a tech-savvy and creative Virtual Assistant with strong communication and organizational skills to support our client relations and digital presence. This role focuses on managing LinkedIn and Instagram accounts, executing client outreach, assisting with podcast-related promotion methods, and supporting CRM setup and management (GoHighLevel). A background in the legal industry is preferred but not required. The ideal candidate is proactive, detail-oriented, and comfortable with both client-facing tasks and back-end systems, helping us strengthen relationships and grow our brand presence online.
• Client Relations & Outreach:
• Assist with client outreach campaigns via email, LinkedIn, and other channels.
• Support podcast outreach efforts, including research and communication with potential guests and collaborators.
• Manage client communications, ensuring timely and professional follow-ups.
• Social Media Management (LinkedIn & Instagram):
• Create, schedule, and post engaging content tailored for LinkedIn and Instagram.
• Develop and implement strategies to increase engagement and visibility.
• Monitor social media activity, respond to comments/messages, and track performance analytics.
• Content Creation & Marketing Support:
• Draft and design posts, stories, and promotional content.
• Repurpose podcast content into engaging social media posts and highlights.
• Assist with newsletters, email campaigns, and client-facing materials.
• CRM & Tech Support:
• Support CRM setup, organization, and maintenance in GoHighLevel (GHL).
• Ensure client data is accurate, updated, and well-organized.
• Identify and implement automation tools to improve efficiency.

Client Relations and Social Media Assistant

Recruitment

• Support recruiting team with administrative, sourcing, and communication tasks to enhance candidate experience.
• Post job openings on various platforms and screen candidate resumes.
• Conduct initial outreach to candidates in Spanish and English and schedule interviews.
• Manage applicant tracking systems and recruitment calendar; maintain organized digital files and documentation.
• Use Microsoft Office and Google Workspace to track progress, create reports, and prepare interview summaries and status updates.
• Document, create, and update Standard Operating Procedures for recruiting and administrative processes.
• Act as liaison between candidates and recruiters; respond to emails and inquiries in English and Spanish and draft/translate documents.
• Track hiring timelines and deadlines, support onboarding preparation, and research talent pools or recruiting platforms as assigned.

AI Automation, Backend Developer

Executive Assistant, Paralegal Background – Portuguese Bilingual

Bilingual Virtual Assistant, Spanish

Virtual Assistant, Podcast

Client Relations and Social Media Assistant

Talent Acquisition Assistant, Spanish Speaker