Legal AI Sales & Client Success VA (Operations & Administration)

This role is a virtual assistant position with a sales and client success focus for AI Legal Assistant. You are responsible for the administrative coordination that keeps our sales and client success workflows running smoothly—scheduling, sales operations, free trial stage coordination, CRM discipline, and new-client administration.

Your accountability is operational: ensuring all steps are completed, documented, and actioned with precision—so every lead and client feels the experience is organised, professional, and well managed.

Two defining expectations of this role are
Proactivity and Accountability (you anticipate next steps and remove blockers before they appear)

Exceptional communication (excellent phone manner and outstanding written English)

Key responsibilities:

1) Sales administration and scheduling coordination
Book and coordinate meetings across multiple stakeholders; manage invites, joining details, agenda notes, and required attendees.

Maintain diary integrity for the COO and relevant stakeholders: avoid conflicts/double bookings, manage time zones, and keep scheduling clean and efficient.

Run appointment confirmation and reminder workflows via phone/SMS/email (as required) to reduce no-shows and protect ---------- ntum.

Manage rescheduling quickly and professionally, ensuring sessions are rebooked and not lost.

2) Free trial administration and stage coordination (process discipline)
Coordinate free trials across defined stages, ensuring all administrative steps are completed accurately and on time.

Track trial readiness and required inputs (e.g., stakeholder lists, checklists, session bookings, attendance confirmations, required information captured).

Ensure every trial has a clear status, owner, next action, and date—no ambiguity and no stalled trials due to admin gaps.

Escalate risks early when a trial is likely to stall (missing info, delayed scheduling, incomplete steps).

3) New-client administration (handover hygiene)
Coordinate the admin steps that occur when a client converts: client record completeness, stakeholder mapping, key dates, internal handover notes, and task creation.

Ensure documentation is consistent and complete so the team can execute without operational friction.

Track completion of required internal admin tasks and close gaps quickly.

4) Basic client and lead enquiries follow-up (non-technical)
Follow up and respond to basic enquiries from clients and leads (scheduling, process steps, “what happens next”, standard access instructions where defined).

Route product, security, pricing, legal, or complex questions to the appropriate owner and ensure the loop is closed with the client.

5) Team task accountability and blocker removal (internal coordination)
Track key tasks across sales admin, trial admin, and new-client admin to ensure owners complete them on time.

Proactively chase outstanding actions, confirm completion, and escalate blockers before timelines slip.

Maintain clear internal visibility: what’s done, what’s pending, what’s blocked, who owns it, and the deadline.

6) CRM & schedule management (ClickUp)
Record all interactions, updates, and booking outcomes within ClickUp with high accuracy and consistency.

Tag and organise leads/clients to maintain pipeline visibility and prioritisation.

Maintain CRM hygiene: accurate statuses, contact details, stakeholder roles, trial stages, next actions, and follow-up dates.

Ensure ClickUp is reliable enough to run day-to-day operations without “backchannel” updates.

7) Reporting & feedback
Provide regular updates on admin activity, lead status, appointment conversion/show rates, trial stage progression (admin completion), and outcomes captured.

Ensure company protocols regarding the recording of important metrics are followed diligently.

Share recurring questions, objections, and process bottlenecks observed to support continuous improvement.

8) Proactivity and communication excellence (explicit expectations)
Anticipate next steps and prepare them in advance (draft confirmations, pre-create tasks, prompt stakeholders early, keep records current).

Maintain an exceptionally high standard of phone and written communication: calm, concise, polished, and appropriate for senior legal stakeholders.

Maintain templates, checklists, and workflows that improve consistency, speed, and quality.

What success looks like
Leads, team and clients consistently feel the process is organised, responsive, and professionally managed.

No blockers caused by missing admin steps, unclear ownership, or poor follow-through.

High show rates due to strong confirmation/reminder discipline.

Trials and new-client admin progress smoothly with accurate stage tracking and clean handovers.

ClickUp/CRM is current and trusted: every record has a status, history, and next action.

Required skills and capabilities
Exceptional diary management and multi-stakeholder scheduling capability.

Excellent phone manner and highly professional presence.

Outstanding written English: clear, accurate, client-ready communication.

High attention to detail, speed, and comfort operating from checklists and workflows.

CRM experience is essential (ClickUp preferred; equivalent accepted).

High accountability and self-direction: you close loops and keep ---------- ntum without being chased.

Must be able to work Sydney business hours (Sydney timezone) reliably.

Preferred experience
Experience in the legal industry
Experience in sales appointment setting or managing
Familiarity with B2B SaaS sales operations, onboarding coordination, or client success operations.

Working requirements
Must be able to work Sydney business hours (Sydney timezone) reliably.
High availability during business hours for calls, scheduling, and urgent rescheduling.
Professional home/remote setup suitable for client phone calls.

Attributes we will screen for hard
Extreme organisation and attention to detail.
Fast execution without sloppiness.
Clear, confident communication (written + phone).
Proactive follow-through: you eliminate silence and ambiguity for clients.
Calm under volume: you can handle busy weeks without dropping standards.
Accountability: we don’t need to follow you up because it’s already done


HOW TO APPLY:

To apply for the position, please send:
A freshly recorded face-to-camera video explaining why you want the role and why you are the ideal candidate.
Your resume
At the end of your application, please write the word "kangaroo" so I'll know you aren't mass applying and have read this entire job post.