Legal Virtual Assistant Job ID JORTIA4

✨ IMPORTANT – WATCH THIS QUICK LOOM VIDEO ON HOW TO GET HIRED:

📽️ https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

🇬🇧 C1 ENGLISH LEVEL IS REQUIRED.

The selected candidate will be speaking strictly in English during their entire shift.

🎤 PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

📝 JOB DETAILS

🚀 Job Title: Legal Virtual Assistant (Clio Background)

🆔 Job ID: JORTIA4

🏭 Industry: Legal

📍 Location: LATAM / PH (Very strong English level)

💼 Hours: Monday – Friday, 8:00 AM – 5:00 PM Pacific Time

💰 Pay Rate: $1500 – $1800 per month

📅 Target Start Date: ASAP

📌 ABOUT THE FIRM

We are a California-based estate planning and probate law firm helping families through complex and emotional life transitions. Our services include estate planning, probate, trust administration, and related real estate matters.

We are known for high-touch, client-centered service, ensuring clarity, responsiveness, and professionalism during every step of the legal process.

Our firm operates by three non-negotiable values:

• Relentless Ownership: Take full responsibility, anticipate needs, and solve problems proactively.

• Compassion with Strength: Serve clients with empathy while maintaining structure and clear communication.

• Integrity Above All: Ensure ethical decision-making and discretion in every interaction.

💼 ABOUT THE ROLE

We are seeking a high-level Executive Legal Assistant with executive presence, exceptional communication skills, and operational discipline.

This is not a paralegal role. It is an administrative and operational leadership support role responsible for:

• Ensuring the firm runs smoothly

• Supporting clients effectively

• Keeping matters moving efficiently

You will work directly with the attorney and team to manage client communication, scheduling, workflow systems, and day-to-day operations.

The ideal candidate operates with confidence, precision, and professionalism in every interaction.

✅ CORE RESPONSIBILITIES

Client Communication & Intake Excellence

• Serve as primary point of contact via phone and email

• Conduct inbound/outbound calls using Dialpad

• Gather documentation and ensure clients are prepared for meetings

• Send welcome communications, engagement agreements, and intake forms

• Maintain Clio Grow pipelines, notes, referral tracking, and workflows

• Respond to client inquiries timely and professionally

Case & Practice Management (Clio)

• Manage case files in Clio Manage with exceptional organization

• Upload, maintain, and categorize documents accurately

• Track deadlines and case progress

• Oversee e-signature workflows and client portal communications

• Ensure real-time accuracy in all client files

Executive Calendar & Operations Management

• Manage attorney’s Outlook calendar strategically

• Schedule consultations, client meetings, court dates, and internal meetings

• Protect focus time and prevent conflicts

• Coordinate meeting logistics and confirm appointments

• Proactively manage reschedules

Administrative & Operational Support

• Draft polished client correspondence for attorney review

• Assist with invoicing and operational workflows

• Generate and update retainer agreements and checklists

• Organize and maintain digital file systems

• Support document automation processes

🎯 REQUIRED QUALIFICATIONS

• Prior legal services experience preferred but not required

• Strong executive-level written and verbal English skills

• Clear, neutral spoken English with excellent articulation

• High proficiency in Microsoft Office 365 (Outlook, Word, Excel)

• Exceptional organizational skills and attention to detail

• Ability to manage competing priorities with composure

• Strong critical thinking and proactive problem-solving abilities

Strongly Preferred

• Experience with Clio Manage and Clio Grow

• Senior Executive Assistant or Legal Assistant experience in a law firm

• Experience with document automation systems

• Experience supporting U.S.-based attorneys or professional service firms

💡 COMMUNICATION & PROFESSIONAL STANDARDS

• Executive maturity and professional polish are essential

• Communicate clearly with elderly, emotional, or hard-of-hearing clients

• Clarity of speech, patience, listening skills, and precision required

• Minimal to no noticeable accent is required

• Calm under pressure, solutions-oriented, and pleasant

• High emotional intelligence, discretion, and professionalism

🌟 WHO WILL THRIVE IN THIS ROLE

• A proactive professional who anticipates needs before being asked

• Someone who takes ownership of outcomes, not just tasks

• A structured thinker who builds systems and maintains order

• A communicator who reflects confidence, warmth, and credibility

• An individual seeking long-term growth within a stable legal environment