Legal Virtual Assistant - Clio Job ID JORTIA4

Job Title : Legal Virtual Assistant (Clio Background)

JobID : JORTIA4

Industry : Legal

Location : LATAM / PH (Very strong English level)

Hours : Monday-Friday, 8 AM - 5 PM Pacific Time

Pay rate : $1000 - $1500/month (Up to $1800 for exceptional candidates)

Target Start : ASAP

About the Client: JLC Legacy Law, Inc. is a California-based law firm focused on estate planning, probate, trust administration, and related real estate matters. We work with individuals and families during important and often emotional life transitions, and we take that responsibility seriously.

Our goal is to make complex legal processes clear, organized, and manageable so clients can make informed decisions and move forward with confidence. We provide high-touch, personalized guidance and believe that clarity, follow-through, and professionalism matter just as much as legal knowledge.

We Operate With Three Non-negotiable Core Values

• Relentless Ownership - We take responsibility for our work, our deadlines, and our outcomes. We do not wait to be told what to do, and we do not pass problems along without solutions.
• Compassion (with a Backbone) - We treat clients and teammates with empathy and respect, especially during difficult circumstances. At the same time, we set boundaries, communicate clearly, and handle issues directly.
• Integrity Over Everything - We do the right thing even when it is inconvenient, harder, or unseen. Trust, accuracy, and ethical decision-making are foundational to how we practice law and run our firm.
  
  

About the Role: We are seeking a highly organized, proactive Executive Legal Assistant to support a growing California estate planning, probate, and trust administration law firm. This is an administrative and operations-focused role (not a paralegal position) that plays a critical part in managing client communication, scheduling, task flow, and day-to-day firm operations.

The ideal candidate takes ownership of their work, communicates clearly and professionally with clients, and is comfortable managing multiple priorities in a fast-paced legal environment. Strong English oral and written communication skills are required. The role involves working closely with the attorney and other team members to ensure matters move forward smoothly and clients receive a high level of care and responsiveness.

Experience with legal practice management software, including Clio Manage and Clio Grow, is preferred but not required. We value strong organizational skills, attention to detail, and the ability to learn systems quickly over familiarity with any one platform.

Key Responsibilities

Client Communication & Intake:

• Handle inbound and outbound calls professionally using Dialpad.
• Call clients to gather missing information or documents.
• Follow up with clients before scheduled meetings to confirm attendance and preparedness.
• Manage incoming and outgoing emails, responding to common inquiries.
• Onboard new clients by sending welcome emails, engagement letters, and intake forms.
• Update Clio Grow pipeline stages, add notes and referral source tags, and assign or cancel email campaigns based on intake outcomes.
  
  

Case & Document Management (Clio)

• Use Clio for case management, including uploading, organizing, and maintaining case files.
• Send documents via Clio.
• Track case progress and deadlines within Clio.
• Manage e-signature workflows and share signed documents via the client portal.
  
  

Calendar & Scheduling Management

• Coordinate meetings and appointments using Outlook, Clio, and Peerspace.
• Manage the attorney’s Outlook calendar to prevent conflicts and protect focus time.
• Check availability and book meeting locations.
• Schedule, reschedule, and confirm client meetings, court dates, and consultations.
  
  

General Administrative & Legal Assistance

• Draft and send standard client emails and letters for attorney review.
• Assist with invoicing and other operational support as needed.
• Generate and update retainer letters, engagement agreements, and drafting checklists using document automation tools
• Organize digital folders for clients
  
  

Required Skills & Qualifications

• Clear, professional English written and verbal communication suitable for frequent client interaction.
• Prior experience in a legal services environment.
• Strong Proficiency in Office 365 (Outlook, Word, Excel, etc.).
• Exceptional organizational and multitasking abilities.
• Ability to think on multiple levels and handle complex administrative responsibilities.
  
  

Preferred Qualifications

• Experience with Clio Grow & Clio Manage legal practice management software (strongly preferred).
• Executive assistant, legal assistant, and/or client operations background.
• Experience with document automation tools.
  
  

Personality & Communication Requirements

• This role requires a professional who is genuinely pleasant to work with and integrates well into a growing team environment. While technical skills can be trained, personality fit is critical for long term success.
• The ideal candidate is a critical thinker with strong emotional intelligence, able to communicate respectfully, collaborate smoothly, and maintain a positive and kind demeanor in day to day interactions.
• Clear and neutral spoken English is essential. The candidate must have minimal to no noticeable accent, as they will interact with hard of hearing clients who rely heavily on clarity of speech. Strong listening skills, patience, and clear articulation are non-negotiable.
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