Senior Executive Assistant (Clio Background) (Job ID: JORTIA4R)

✨ 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 : Senior Executive Assistant (Clio Background) JobID : JORTIA4R Industry : Legal Location : LATAM / PH (Very strong English level) Hours : Monday-Friday, 8 AM - 5 PM Pacific Time Pay rate : $1500 - $1800month Target Start : ASAP About the Firm We are a California-based estate planning and probate law firm serving families through significant and often emotional life transitions. Our practice focuses on estate planning, probate, trust administration, and related real estate matters. We are known for delivering high-touch, highly organized, and client-centered legal services. Our clients rely on us not just for legal accuracy, but for clarity, responsiveness, and professionalism during complex moments in their lives. Our firm operates by three non-negotiable values: Relentless Ownership We take full responsibility for outcomes. We anticipate needs, solve problems proactively, and follow through without being prompted. Compassion with Strength We serve clients with empathy and patience while maintaining structure, boundaries, and clear communication. Integrity Above All We prioritize accuracy, discretion, and ethical decision-making in every interaction and process. About the Role We are seeking a high-level Executive Legal Assistant who brings executive presence, exceptional communication skills, and operational discipline to a growing law firm. This is not a paralegal role. It is an administrative and operational leadership support role that ensures the firm runs smoothly, clients feel supported, and matters move forward efficiently. You will work directly with the attorney and team to manage client communication, scheduling, workflow systems, and day-to-day operations. This role requires maturity, polish, and the ability to manage multiple priorities without sacrificing quality or responsiveness. The ideal candidate operates with confidence, precision, and professionalism in every interaction. Core Responsibilities Client Communication & Intake Excellence Serve as a primary point of contact for clients via phone and email Conduct professional inbound and outbound calls using Dialpad Gather missing documentation and ensure clients are fully prepared for meetings Send welcome communications, engagement agreements, and intake forms Maintain and update Clio Grow pipelines, notes, referral tracking, and automated workflows Provide timely, composed, and articulate responses to client inquiries Case & Practice Management (Clio) Manage case files within 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 files reflect real-time accuracy and status updates Executive Calendar & Operations Management Manage the attorney’s Outlook calendar with strategic foresight Schedule consultations, client meetings, court dates, and internal meetings Protect focus time and prevent scheduling conflicts Coordinate meeting logistics, including booking spaces when needed Confirm appointments and proactively manage reschedules Administrative & Operational Support Draft polished client correspondence for attorney review Assist with invoicing and operational workflow support Generate and update retainer agreements and drafting checklists Organize and maintain digital file systems Support document automation processes Required Qualifications Prior experience in a legal services environment - preferred not required Strong executive-level written and verbal English communication 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 level t or Legal Assistant background in a law firm Experience with document automation systems Experience supporting U.S.-based attorneys or professional service firms Communication & Professional Standards This role requires an individual who presents with executive maturity and professional polish. You will regularly communicate with clients who may be elderly, emotional, or hard of hearing. Clarity of speech, patience, listening skills, and precise communication are essential. Minimal to no noticeable accent is required due to the nature of client interactions. We are looking for someone who is calm under pressure, solutions-oriented, and genuinely pleasant to work with. Emotional intelligence, discretion, and professionalism are critical for long-term success in this role. 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