Executive Virtual Assistant – U.S. Court Reporting Operations

IMPORTANT: PLEASE READ BEFORE APPLYING

Before applying, please research what court reporting entails in the United States, including the basic transcript production process and the administrative work involved.

Previous Applicants Welcome! If you’ve applied to one of my earlier postings for this position, you’re absolutely welcome to apply again! I’ve updated the description to better reflect what I’m looking for. Please mention that you’re a returning applicant and complete the application questions below.

This is NOT a legal research, paralegal, or transcription position. You do not need to research laws, prepare legal documents, or transcribe proceedings.

A Little About Me & The Position

I own a U.S.-based court reporting business, Excel Reporting LLC, and I’m looking for someone who can become my right hand in managing the day-to-day administrative side of my business.

You’ll be working closely with me, side by side (remotely, of course!), so finding someone whose personality and working style are compatible with mine is important.

I’m friendly, approachable, and enjoy having fun while I work. I appreciate a good sense of humor, open communication, and a positive working relationship. That said, I take my business, commitments, and deadlines seriously, and I’m looking for someone who does too.

I want someone I can bounce ideas off of, who isn’t afraid to speak up, offer suggestions, or tell me when there’s a better way to do something. You don’t have to agree with me on everything! I actually appreciate someone who can respectfully challenge an idea and bring a different perspective.

I’m not looking for someone who simply waits for instructions or needs to be micromanaged. I want someone who takes initiative, anticipates needs, solves problems, and helps me find more efficient ways of doing things.

My goal is to build a comfortable, collaborative working relationship based on mutual respect, trust, accountability, and open communication.

Eventually, I’d love for you to take ownership of much of the administrative side of the business so I can focus on court reporting and transcript production.

What You’ll Be Helping Me With

• Scheduling & Calendaring: Managing my business calendar, coordinating assignments, monitoring availability, and preventing scheduling conflicts.
• Email Management: Organizing incoming email s, identifying urgent requests, drafting professional responses, and following up on outstanding matters.
• Transcript Production & Deadlines: Tracking assignments, strict turnaround deadlines, rush orders, production progress, and final deliveries.
• Billing & Invoicing: Preparing daily billing sheets, organizing billing information, tracking invoices, and monitoring outstanding payments.
• Vendor Coordination: Communicating with scopists, proofreaders, and court reporting agencies regarding assignments, deadlines, and outstanding work.
• Administrative Organization: Maintaining job trackers, attorney and contact databases, business expenses, and organized digital records.
• Business Operations: Monitoring renewals, recurring business payments, agency onboarding, and other administrative responsibilities.
• Process Improvement: Identifying inefficiencies, researching helpful tools, recommending better systems, and implementing improvements with approval.

You won’t be expected to know everything immediately. We’ll work together to establish systems and procedures, but I do expect you to be resourceful and willing to learn.

Communication Expectations

This is a written-communication-focused position. You will NOT be required to make phone calls or provide telephone-based customer service.

Most communication will take place through email , messaging platforms, and shared business tools.

Your accent or spoken English fluency is not a concern. What matters is your ability to read, comprehend, and write English at an advanced professional level.

You should be able to understand detailed written instructions, draft clear and professional email s, and communicate without unnecessary confusion.

Communication and accountability are extremely important to me.

If you’re overwhelmed, unsure about something, encounter a problem, make a mistake, or believe you may miss a deadline, I expect you to communicate that as soon as you become aware of it.

I would much rather know about a potential problem early so we can work through it together than discover it after a deadline has passed.

Who I’m Looking For

• Proactive & Independent: Takes initiative, anticipates needs, and follows through without constant reminders.
• Organized & Deadline-Conscious: Comfortable managing multiple priorities and strict deadlines.
• Excellent Written Communicator: Strong English reading comprehension, grammar, proofreading, and professional writing skills.
• Transparent & Accountable: Communicates concerns, mistakes, and potential delays promptly.
• Resourceful & Solutions-Oriented: Willing to research unfamiliar tasks and suggest solutions instead of immediately giving up.
• Improvement-Minded: Enjoys finding new tools, systems, and more efficient ways to work.
• Discreet & Trustworthy: Understands the importance of confidentiality and properly handling sensitive information.
• Confident & Collaborative: Comfortable asking questions, offering suggestions, and respectfully disagreeing when appropriate.
• Personable & Adaptable: Friendly, dependable, and comfortable working closely with a small-business owner.

Previous experience in U.S. court reporting operations, transcript production coordination, or similar administrative work is strongly preferred, but not required.

Strong executive assistant, scheduling, email management, and administrative operations experience is also highly valued.

I care more about finding the right person than finding someone with a perfect resume.

Schedule & Flexibility

Starting Schedule: Approximately 10 hours per week, with potential for additional hours as the business grows.

During the initial onboarding and organization phase, there may be opportunities for additional hours while we establish systems, organize records, and streamline workflows.

I value work-life balance and flexibility.

You will not be expected to work more than four hours in a single day. If you’d like to work additional hours, we can discuss and mutually agree on that.

I’m also open to adjusting hours between days depending on workload, deadlines, and mutual availability. For example, a lighter day could be balanced by a busier day later in the week.

However, because court reporting is a deadline-driven industry, flexibility cannot interfere with urgent communications, scheduling requests, or transcript deadlines.

Some availability during U.S. Eastern business hours is necessary, and we’ll establish a reasonable schedule for checking time-sensitive matters.

Any additional hours must be agreed upon in advance and will be compensated.

Compensation

Negotiable based on experience and qualifications.

I’m looking for a long-term working relationship with opportunities for additional responsibilities and hours as the business grows.

Application Requirements – Please Answer ALL Questions

I’m hoping to find someone who has genuinely taken the time to understand the position rather than sending a generic application.

Please answer the following questions in your own words:

1. What does a court reporter do in the United States, and what is the basic transcript production process?
2. What is the difference between a court reporter, a scopist, and a proofreader?
3. If you’re managing several assignments and realize you may not meet an important deadline, how would you handle the situation, and when would you notify me?
4. Tell me about a time you independently identified an inefficient process or problem and recommended or implemented a better solution.
5. What kind of working relationship helps you do your best work, and how do you communicate with someone you work closely with?
6. What experience do you have with scheduling, email management, billing, or administrative operations? How do you ensure confidential information remains protected?

Please also include your expected hourly rate, availability during U.S. Eastern business hours, and whether you’ve applied to one of my previous postings.

Applications that do not answer the questions will not be considered.

One Last Thing!

I’m genuinely excited to find the right person to work with!

I don’t expect perfection, and I don’t expect you to have all the answers. I do expect honesty, initiative, accountability, and a willingness to learn.

I’m kind, easy to communicate with, and happy to share what I know. I also appreciate someone who brings their own knowledge and ideas to the table.

I want this to feel like a team, not a situation where I’m constantly assigning tasks and checking behind someone.

If you’re dependable, resourceful, organized, and enjoy working closely with someone who’s friendly but serious about getting things done, I’d love to hear from you!