Executive Assistant (Intake Specialist)

Job Title: Remote Executive Assistant

Job Type: Independent Contractor, Full-time

About the Role: 

A proactive and adaptable Executive Assistant to provide day-to-day support across client intake, administrative coordination, and selected marketing activities.

The role will initially focus on client intake and qualification, helping ensure potential clients are promptly assisted, basic eligibility criteria are reviewed, and qualified leads are properly documented and routed to the attorney.

As the working relationship develops, the EA will gradually take on additional responsibilities such as marketing coordination, content support, research, and general administrative tasks that help reduce the attorney's workload and keep the practice running efficiently.

The ideal candidate is empathetic, organized, resourceful, comfortable speaking with clients, and proactive about finding ways to make the attorney's day easier. Legal experience is helpful but not required, as training and processes will be provided.

Key Responsibilities: 

Client Intake & Qualification

• Answer and respond to incoming prospective-client calls in a professional and empathetic manner.
• Conduct initial intake conversations using the firm's established questions, guidelines, and qualification criteria.
• Gather relevant information and identify potential red flags or qualification issues.
• Document intake details accurately in Lawmatics and maintain organized records.
• Provide the attorney with a clear summary and recommendation for follow-up when appropriate.
• Follow up with prospective clients when needed and help minimize delays in the intake process.

Administrative & Executive Support

• Provide general administrative support to help reduce the attorney's day-to-day workload.
• Manage recurring administrative tasks, follow-ups, and simple research assignments.
• Help coordinate schedules, appointments, and other administrative needs as assigned.
• Identify opportunities to streamline repetitive tasks and improve workflows.
• Gradually take ownership of additional responsibilities as familiarity with the practice grows.

Marketing & Content Support

• Assist with basic marketing coordination and execution as responsibilities expand.
• Help organize social media content, articles, videos, and other marketing materials.
• Support content research and administrative tasks related to the firm's online presence.
• Coordinate with existing vendors or resources when needed.
• Assist with implementing marketing activities and recommendations provided by the attorney or internal team.

Communication & Follow-Up

• Communicate professionally with prospective clients, vendors, and other contacts.
• Maintain timely follow-ups and ensure important requests do not fall through the cracks.
• Handle sensitive client information with professionalism, discretion, and confidentiality.
• Provide regular updates to the attorney on intake activity, pending items, and completed tasks. 

Qualifications & Ideal Traits: 

Must-Have

• Previous experience as an Executive Assistant, Administrative Assistant, Intake Specialist, Client Coordinator, Customer Service Representative, or similar role.
• Excellent verbal and written English communication skills.
• Comfortable speaking with clients and handling sensitive conversations with empathy.
• Strong organizational and follow-up skills.
• Comfortable learning new systems and technology.
• Ability to work independently and take ownership of assigned responsibilities.
• Strong attention to detail and ability to maintain confidentiality.

Preferred

• Experience working with a law firm, legal intake, legal support, or professional services environment.
• Familiarity with Lawmatics or similar CRM/intake platforms.
• Experience with social media, content coordination, or basic marketing support.
• Experience supporting an executive, business owner, or professional.
• Comfortable using AI tools and learning technology-driven workflows.
• Resourceful mindset with an interest in improving processes and finding ways to make the client's work easier.

Working Environment: 

• Fully remote
• Initially focused on client intake and administrative support, with the opportunity to gradually expand into additional responsibilities
• Collaborative relationship with the attorney and OptiNizers support team
• Training and guidance will be provided for the firm's intake process and systems
• Opportunity for the role to grow based on performance, workload, and the needs of the practice