Client Services Assistant

Remote, Latin America

Velocity Work helps law firm owners build firms that are profitable, organized, accountable, and not dependent on the owner holding everything together.

We’re hiring a Client Services Assistant to become a true backbone for our team.

This is not a “wait for instructions” role. It’s for someone who sees loose ends, tracks the moving pieces, asks smart questions, and makes the system better without needing someone to hover.

You’ll support current clients, client data, retreat prep, onboarding, internal systems, pipeline tracking, and podcast scheduling. The work is detailed, important, and very real.

If you like being the person who knows where things stand, what’s missing, and what needs to happen next, this may be a great fit.

We care about experience, but we care more about ownership, judgment, communication, and follow-through.

If shortlisted, we will ask that you submit:

• Your resume
• A short video introducing yourself and telling us why this role speaks to you
• Anything else that helps us understand how you think and work

We will follow up with a final list of prospects and request a Sample Project submission that will demonstrate aspects of the work you'll be doing, and we will compensate you for the time it takes.

We’re looking for someone who wants to become a real operational partner to the team, not just complete assigned tasks.

If you’re the kind of person who sees the gap, owns the follow-through, and makes the whole team feel more organized, we want to meet you.

This position is remote in Brazil.

$11,000 - $12,000 yearly

What You’ll Own

Client Services Operations - This is the center of the role.

• You’ll help keep current client work moving cleanly: data workflows, dashboards, retreat materials, onboarding, HubSpot notes, scheduling details, internal reports, recordings, client folders, and recurring team systems.
• You’ll also help catch what’s slipping before it becomes a problem: missing data, unclear ownership, stalled tasks, unlogged client context, messy files, late follow-ups, or anything that makes Client Services feel less prepared.
• The goal is simple: current clients feel cared for, Client Services feels supported, and the team trusts that the operational details are handled.

Pipeline + Relationship Tracking

• You’ll help us track important non-client relationships: incoming leads, meetings, deals, contracts, key dates, next steps, and handoffs.
• You won’t be the salesperson or the primary external email owner. You’ll keep the system accurate so the right person can follow through well, and Client Services can provide a high-touch experience before someone becomes a client.

Podcast Scheduling + Production Coordination

• You’ll help keep our podcast schedule realistic and ahead of the calendar.
• That means protecting planning time, suggesting recording days that match the production schedule, tracking key dates, and flagging when we need to record multiple episodes ahead because the business calendar is getting full.
• You won’t own content, writing, editing, or creative direction. This is schedule, process, and timeline management.

This Role Is a Fit If You

• Notice gaps and communicate them early
• Take ownership without needing to be chased
• Track details carefully and follow through completely
• Ask smart questions, then remember the answer
• Can support a busy team without adding noise
• Stay calm when priorities shift
• Take pride in being reliable, thorough, and useful

This Role Is Not a Fit If You

• Need detailed instructions for every task
• Wait to be told what to do next
• See problems but don’t speak up
• Think “done” means “mostly handled.”
• Struggle when a process is not perfectly documented

Requirements

• Strong critical thinking and problem-solving skills
• Clear written and verbal English
• High ownership and follow-through
• Strong attention to detail
• Comfort with ambiguity and shifting priorities
• Experience with calendars, spreadsheets, CRMs, project management tools, and modern SaaS systems
• Fast, stable internet connection
• Professional presence on video

Velocity Work is a strategic consultancy for law firm owners, focusing on business planning, operational efficiency, and growth. We help owners build profitable, sustainable firms through clear, actionable plans and regular accountability. Through a combination of facilitated retreats, personalized coaching, and data-driven insights, we guide law firm owners to streamline operations, optimize team performance, and achieve greater personal freedom.