Executive Assistant, Intake Specialist

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Professionally and empathetically respond to incoming calls from prospective clients

• Conduct initial intake discussions following the firm's established questions, guidelines, and qualification criteria

• Collect pertinent information while identifying potential red flags or qualification issues

• Accurately document intake details in Lawmatics and maintain well-organized records

• Provide the attorney with a clear summary and recommendations for follow-up when appropriate

• Follow up with prospective clients to help minimize delays in the intake process

• Offer general administrative support to alleviate the attorney's day-to-day workload

• Manage recurring administrative tasks, follow-ups, and simple research assignments

• Assist in coordinating schedules, appointments, and other administrative needs

• Identify opportunities to streamline repetitive tasks and enhance workflows

• Gradually assume additional responsibilities as familiarity with the practice increases

• Support basic marketing coordination and execution

• Organize social media content, articles, videos, and other marketing materials

• Aid in content research and administrative tasks related to the firm's online presence

• Coordinate with existing vendors or resources when necessary

• Assist in implementing marketing activities and recommendations

• Communicate professionally with prospective clients, vendors, and other contacts

• Ensure timely follow-ups and that important requests are not overlooked

• Handle sensitive client information with professionalism, discretion, and confidentiality

• Provide regular updates to the attorney regarding intake activity, pending items, and completed tasks

⛳️ Requirements

• Prior experience as an Executive Assistant, Administrative Assistant, Intake Specialist, Client Coordinator, Customer Service Representative, or a similar role

• Exceptional verbal and written communication skills in English

• Comfortable engaging with clients and handling sensitive conversations with empathy

• Strong organizational skills and ability to follow up diligently

• Proficient in learning new systems and technologies

• Ability to work independently and take ownership of assigned tasks

• Keen attention to detail and a commitment to maintaining confidentiality

• Experience in a law firm, legal intake, legal support, or professional services environment is preferred

• Familiarity with Lawmatics or similar CRM/intake platforms is preferred

• Background in social media, content coordination, or basic marketing support is preferred

• Experience supporting an executive, business owner, or professional is preferred

• Comfortable utilizing AI tools and learning technology-driven workflows is preferred

• A resourceful mindset with a desire to improve processes and ease the client's workload is preferred

🏝️ Benefits

• Training and guidance will be provided for the firm's intake process and systems

• Opportunity for role growth based on performance, workload, and the needs of the practice

• Fully remote work arrangement