Executive Virtual Assistant (CRM, Lead Management & Administrative Support – Legal Industry)

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.

Working Hours:
• Full-Time
• Preferred schedule:
• 9:00 AM – 6:00 PM ESTor
• 9:30 AM – 5:30 PM EST

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