Legal Executive Assistant

LEGAL EXECUTIVE ASSISTANT

ROLE OVERVIEW

We are looking for a highly organized and proactive Legal Executive Assistant to join our team. This is a fully personalized hybrid role that combines Legal Administration, Intake Coordination, Marketing Support, and Client Relations responsibilities.

The successful candidate will serve as a key member of the firm, acting as the first point of contact for clients, managing legal and administrative workflows, supporting business development initiatives, and ensuring exceptional client experience throughout the client lifecycle.

MAIN RESPONSIBILITIES

LEGAL ADMINISTRATION

• Answer inbound calls and emails professionally and route inquiries according to established protocols
• Process client retainers, invoices, billing, and payment tracking.
• Manage attorney calendars, appointments, court schedules, deadlines, and conflict checking.
• Coordinate and follow up on court filings, adjournment requests, and related documentation.
• Upload, organize, and maintain case files, discovery materials, and legal records in case management systems.
• Create and maintain case checklists and ensure all matters remain current and organized.
• Prepare summaries and documentation related to court appearances and case activities.
• Coordinate communication with external counsel, referring firms, and legal stakeholders.
• Monitor pending tasks and proactively remind attorneys of upcoming deadlines and action items.
• Conduct legal research and assist with drafting legal correspondence and documents as needed.

INTAKE & LEAD MANAGEMENT

• Respond promptly to inbound leads via phone, email, and other communication channels
• Qualify prospective clients using established intake procedures and gather relevant information
• Schedule consultations and maintain accurate lead records.
• Update CRM systems following every client interaction.
• Track referral sources and maintain referral records.
• Follow up with prospective clients who have not yet retained services.
• Facilitate client onboarding from signed engagement through initial case milestones.
• Maintain accurate intake notes, status updates, and next-action tracking.

MARKETING SUPPORT

• Execute marketing initiatives according to established marketing plans and schedules
• Coordinate content posting across social media platforms including Facebook, Instagram, LinkedIn, and TikTok
• Assist with website updates and coordinate with external marketing vendors
• Manage CRM email campaigns, automation workflows, and contact database maintenance.
• Monitor social media comments, messages, reviews, and online engagement.
• Compile marketing performance reports and metrics dashboards.
• Support referral-source development initiatives and relationship-building activities.
• Assist with promotional campaigns, community outreach efforts, and special projects.

CLIENT RELATIONS & RETENTION

• Maintain regular communication with clients throughout the engagement process.
• Conduct post-matter follow-ups and client satisfaction outreach.
• Coordinate review request campaigns and monitor response rates
• Send referral acknowledgments and thank-you communications.
• Support community sponsorship and goodwill initiatives.
• Maintain client communication records and follow-up schedules.
• Help ensure a positive client experience from intake through matter completion.

QUALIFICATIONS

• Must have at least two (2) years of experience in a legal administrative, legal assistant, intake specialist, or similar role.
• Excellent written and spoken English communication skills, with strong phone etiquette and the ability to interact professionally with clients, attorneys, courts, and third parties.
• Demonstrated experience using CRM and legal case management systems for client intake, case tracking, calendaring, and administrative support.
• Experience in client management, customer service, lead qualification, and client onboarding processes.
• Experience supporting marketing initiatives, including social media management, CRM email campaigns, or related activities, is an advantage.
• Strong organizational, multitasking, problem-solving, and time-management skills with exceptional attention to detail.
• Ability to work independently while collaborating effectively within a team environment.
• Willing to work on a night shift schedule and onsite at 8th Floor, Zeta Tower, Bridgetowne, C-5, Quezon City.