We are a married couple running a growing business together, with shared personal responsibilities and a constant flow of decisions, tasks, financial information, meetings, and follow-ups.

The objective is not to complete every item. The list will never be empty.

Your job is to help the owners continuously identify what matters most, verify that important work is accurate, reduce preventable surprises, and improve the systems used to manage their attention.

Derek will use AI extensively to review information, identify issues, summarize activity, and recommend actions. You will serve as an independent human reviewer who checks AI-generated work against source information, applies judgment, catches missing context, and helps turn useful findings into action.

This position is remote in Brazil.

Priority and open-loop review

• Review agreed sources such as calendars, ClickUp, email summaries, Slack summaries, financial reports, meeting notes, and personal commitments

• Maintain a current view of high-impact priorities, unresolved decisions, deadlines, and commitments

• Identify items that are urgent, important, stale, duplicated, unclear, or no longer worth doing

• Recommend what should be advanced, deferred, delegated, clarified, or dropped

• Surface conflicts between priorities and actual available capacity

AI output verification

• Review AI-generated summaries, audits, recommendations, and task lists

• Compare important conclusions against the original sources

• Check names, dates, amounts, ownership, deadlines, and stated decisions

• Identify missing context, unsupported assumptions, and false confidence

• Confirm what is reliable and clearly flag what still requires an owner's judgment

• Never treat AI output as authoritative without appropriate verification

Financial oversight support

• Review agreed financial reports, summaries, projections, and AI-generated analysis

• Check that important figures reconcile with their sources

• Identify unusual changes, missing information, overdue decisions, or items requiring professional review

• Maintain visibility into agreed business and personal financial commitments

• Organize questions for the owners, bookkeeper, accountant, or financial advisor

• Provide operational review only, not accounting, tax, investment, or legal advice

Calendar and capacity review

• Review upcoming business and personal commitments

• Identify conflicts, unrealistic workload, missing preparation time, and scheduling risks

• Confirm that important meetings have the necessary context and materials

• Recommend adjustments based on stated priorities

• Maintain agreed communication coverage without controlling the owners' calendars or committing them without authorization

ClickUp and commitment review

• Review active projects, overdue work, delegated commitments, and unresolved dependencies

• Verify that important tasks reflect the latest decisions

• Identify work that lacks a clear owner, deadline, next action, or definition of completion

• Recommend cleanup, reprioritization, or closure

• Track the few commitments that cannot be allowed to disappear

Process and routine improvement

• Notice recurring friction, repeated failures, unnecessary manual work, and unclear ownership

• Recommend better routines, decision rules, templates, automations, or review cadences

• Explain the problem, proposed change, expected benefit, and implementation effort

• Challenge existing processes when a simpler or more reliable approach is available

• Document approved improvements so they can be repeated

Core deliverables

Weekly Owner Brief

A concise review containing:

• The five most important priorities

• Decisions required from Melissa or Derek

• Deadlines and risks within the next two weeks

• Important items that appear stalled

• Calendar or capacity conflicts

• AI findings that were verified

• AI findings that remain uncertain

• Recommended items to defer, delegate, or remove

• Suggested next actions

Monthly Proof of Work Report

You will submit a monthly report containing:

• Sources and systems reviewed

• Reviews and deliverables completed

• Material errors or risks identified

• AI outputs checked and the resulting corrections

• Financial, calendar, and ClickUp issues surfaced

• Decisions or follow-ups successfully advanced

• Stale or unnecessary work recommended for closure

• Process improvements proposed

• Process improvements adopted and their observed effect

• Recurring problems requiring owner attention

• Priorities recommended for the coming month

• Hours or service units used, if required by the agreement

The report should demonstrate judgment and impact, not manufacture activity. A long list of messages, meetings, or tasks is not proof of valuable work.

How success will be evaluated

Success means:

• The owners consistently know what deserves their attention

• Important commitments are less likely to disappear

• AI-generated work receives meaningful human verification

• Errors and conflicts are caught earlier

• Decisions arrive with enough context to be made quickly

• Low-value work is actively removed or deferred

• Recurring operational problems lead to better systems

• You will reduce cognitive load without becoming another source of it

• Melissa and Derek can manage an unwinnable list without losing the work that actually

Operating principles

You are expected to:

• Protect confidential business, financial, and personal information

• Exercise independent judgment

• Communicate directly and concisely

• Distinguish evidence from assumptions

• Raise meaningful concerns early

• Suggest improvements without waiting to be asked

• Respect the difference between access and authority

• Focus on outcomes rather than visible busyness

• Use their own professional methods to produce the agreed deliverables

Initial paid engagement

Begin with a 30-day paid project covering:

• Weekly review of agreed information sources

• Four Owner Briefs

• Verification of selected AI-generated financial, calendar, and ClickUp reviews

• One Monthly Proof of Work Report

• Three prioritized recommendations for improving owner routines or operating systems

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.