Professional and confident communicating with potential clients
Requirements:
Manage incoming leads from marketing channels
Schedule consultations between the attorney and prospective clients
Follow up with prospective clients through email, text, and phone
Assist with mass email campaigns
Job description
Position Overview
We are seeking a highly proactive Executive Virtual Assistant to support a growing U.S.-based law practice specializing in Business Law and Immigration Law.
The firm advises companies, investors, healthcare organizations, and individuals on corporate legal matters and employment-based immigration pathways. The role will support the attorney with lead management, CRM updates, administrative coordination, and operational support to ensure client inquiries and business development opportunities are handled efficiently.
The ideal candidate is resourceful, proactive, and solution-oriented. Rather than simply executing instructions, this person should be able to anticipate needs, organize workflows, and suggest improvements that help the firm operate more efficiently.
Key Responsibilities
Lead Intake & CRM Management
Manage incoming leads from marketing channels
Track all inquiries within the CRM (GoHighLevel)
Ensure leads are properly categorized and updated
Collect initial information from prospective clients regarding:
Type of legal matter
Immigration or business services required
Schedule consultations between the attorney and prospective clients
Maintain accurate CRM records and lead history
Track consultation outcomes and update lead status accordingly
Client Communication & Follow-Up
Follow up with prospective clients through:
Email
Text
Phone (when needed)
Maintain structured follow-up timelines for leads
Confirm appointments and ensure clients have required information before consultations
Track whether leads convert into clients and update CRM accordingly
Administrative & Executive Support
Manage meeting scheduling and calendar coordination
Organize client-related communications and reminders
Maintain internal notes regarding pending tasks or client follow-ups
Support administrative organization of the practice
Inbox Monitoring & Task Coordination
Review incoming emails and identify messages requiring attention
Flag emails that require responses or follow-up
Maintain notes or reminders regarding email tasks
Help the attorney stay organized by surfacing priority communications
(The role does not necessarily require replying to emails directly but may evolve depending on workflow.)
Marketing & Email Campaign Support
Assist with mass email campaigns
Set up bulk email messages using provided content
Support the setup of automated email communications within the CRM
Utilize AI tools where helpful to generate simple email drafts or templates
(This role does not require advanced marketing or social media management.)
Tools & Systems
Preferred experience with:
GoHighLevel (CRM) – highly preferred
Microsoft Office Suite
Excel
Word
PDF document management
Nice to have:
CRM management experience
Email automation tools
AI tools for drafting communications
Ideal Candidate Profile
We are looking for someone who is:
Highly proactive and self-driven
Organized and detail-oriented
Comfortable managing leads and business inquiries
Able to track multiple follow-ups and maintain structured workflows
Resourceful and capable of identifying opportunities to improve processes
Professional and confident communicating with potential clients
Able to work independently with minimal supervision
The client is specifically seeking someone who can think critically, use common sense, and proactively identify ways to support the business beyond basic task execution.
Industry Context
The law practice focuses on two primary areas:
Business Law
Corporate legal advisory
Commercial transactions
Strategic legal guidance for companies across industries
Immigration Law
Employment-based visas
Investment immigration pathways
Physician and healthcare immigration programs
Work visas and permanent residency applications
The assistant will primarily support client intake, lead management, and administrative coordination related to these services.
Long-Term Opportunity
This role is intended to be long-term and may expand as the firm continues to grow. Over time, the assistant may take on additional responsibilities as processes become more streamlined.
