Executive Assistant with Sales Experience – Law Firm

EXECUTIVE ASSISTANT

Work for our global clients and immerse in our rich and diverse company culture where you can thrive, grow and be #DecidedlyDifferent

ROLE OVERVIEW

We are looking for an Executive Assistant to be part of our team.

· We're expanding our Intake & Marketing department and are looking for a detail-oriented and dependable Executive Assistant to help keep everything running smoothly behind the scenes. This is a task-focused support role designed to take pressure off senior intake and marketing staff by owning administrative, communication, and organizational workflows.

· This position is ideal for someone who is highly organized, can follow clear systems, and thrives on helping a team stay efficient, responsive, and client-focused. You'll be directly responsible for ensuring lead flow, file preparation, onboarding readiness, and communication channels are handled accurately and on time.

MAIN RESPONSIBILITIES

To support the Intake and Marketing teams by:

· Completing workflow and delegated tasks consistently and on time

· Handling rejections, CRM messaging, inboxes, and data entry

· Preparing and processing client files in Filevine and Dropbox

· Ensuring all documents, data, and approvals are in place before onboarding

· Acting as the administrative link between leads, marketing, and client files

Lead Management & Rejections

· Draft and send templated rejection emails to non-qualified leads within 24–48 hours

· Accurately tag and update lead status in Lead Docket (e.g., "Rejected – OOC," "Not Injury," etc.)

· Log reasons for disqualification to support monthly reporting and marketing review

· Handle basic rejections over the phone (using the firm's standard scripting)

· Track follow-ups for leads awaiting documents or clarification and escalate when needed

Filevine & Document Prep Support

· Upload all necessary client documents into Filevine and Dropbox

· Prepare and organize intake files for the legal team, ensuring all required fields are complete

· Assist with Filevine task lists, especially intake-to-onboarding transitions

· Ensure checklists and tasks are marked complete before passing files forward

· Double-check that new client projects are complete before team handoff (Filevine audit-style reviews)

Client Onboarding Preparation

· Ensure all client intake forms, ID, accident details, and contact info are received and saved

· Verify accuracy of info before moving files from "Qualified" to "Onboarding"

· Cross-check that retainer package has been sent and signed

· Track intake progress in coordination with the Team Lead to prevent missed steps or delays

· Follow up on any incomplete files to ensure onboarding can proceed smoothly

Communication & CRM Monitoring

· Respond to incoming messages from Zoho, Meta (Facebook/Instagram DMs), and website chat

· Ensure that all CRM leads and messages are tagged, responded to, and either rejected or escalated

· Reply to low-level inquiries using pre-approved templates or FAQs

· Forward any urgent or unclear messages to the Team Lead

· Monitor CallRail voicemail and missed calls and ensure return contact is made when appropriate

Inbox & Scheduling Support

· Monitor and manage shared intake and marketing inboxes (including flags, follow-ups, and filtering)

· Ensure all messages are responded to within set turnaround times (e.g., 1 business day)

· Confirm scheduled appointments or reschedules based on lead preferences or team direction

· Track referral sources from inbound emails and correctly tag them in Lead Docket

Marketing Task Assistance

· Inbox management

· Monitor shared marketing inboxes or forms and triage requests (e.g., sponsorships, speaking opportunities, media inquiries).

· Draft weekly marketing meeting agendas based on team priorities, open projects, and leadership input.

· Manage and coordinate calendars for marketing leadership, including internal meetings, video shoots, podcast sessions, and deadlines.

· Track to-dos and unresolved issues from previous meetings to include as agenda items.

· Monitor social media inboxes (Meta Business Suite) and log leads or questions

· Help organize marketing files (testimonials, blog graphics, stats) in shared folders

· Provide simple reports on campaign lead volume or source attribution (as directed)

REQUIREMENTS

· Minimum of 2 years of relevant professional experience

· Excellent communication skills, with experience in client-facing roles (preferably with US-based clients)

· Strong sales acumen, including cross-selling and persuasive communication

· Familiarity with marketing tools and social media management platforms

· Able and willing to work on a night shift schedule

· Willing to work on site in 8th Robinsons Bridgetowne - Zeta Tower, Quezon City.