Virtual Assistant — Intake, Scheduling & Client Coordination (Immigration Law)
Virtual Assistant / Full - Time
Job Overview
Role Summary
A growing immigration law practice is seeking a highly organized, proactive Virtual Assistant to own day-to-day client intake, lead follow-ups, scheduling, and document coordination. You’ll work inside our CRM (Call Rail) to contact new inquiries, qualify needs, book consultations on the attorney’s calendar, send engagement letters, and chase required documents. The ideal candidate is phone-confident, detail-obsessed, and comfortable keeping a busy owner on track. Light marketing coordination (and occasional personal/second-business admin) may be included.
Key Responsibilities
Lead Intake & Follow-ups
● Monitor leads in CallRail (and related sources); quickly call/text/email new inquiries.
● Qualify matters, gather key details, and summarize for attorney review.
● Book attorney consults; coordinate calendar invites, reschedules, and reminders.
● Log all activity and outcomes in the CRM; keep pipelines clean and current.
Client Communication & Case Prep (Non-legal)
● Send engagement letters (prebuilt templates: fill client name/amounts) and track
signature/status.
● Request and chase required documents from clients; maintain organized
checklists/folders.
● Field inbound calls; capture accurate messages and triage to the attorney.
● Prepare simple matter checklists (research example checklists, adapt, and export to
PDF).
Admin & Organization
● Maintain the attorney’s calendar; surface priorities and deadlines; nudge as needed.
● Draft concise email responses and summaries; keep files and records orderly.
● Maintain marketing/lead spreadsheets, basic reporting, and status trackers.
Nice-to-Have / As Needed (Bonus)
● Light content coordination: draft 1 short LinkedIn/Instagram post per week using AI
prompts and recent immigration-law news; queue/schedule posts.
● Basic design tasks in Canva or Photoshop (simple post/layout tweaks).
● Assist with general admin for a second business or occasional personal tasks (travel
holds, simple purchases), when requested.
Role Summary
A growing immigration law practice is seeking a highly organized, proactive Virtual Assistant to own day-to-day client intake, lead follow-ups, scheduling, and document coordination. You’ll work inside our CRM (Call Rail) to contact new inquiries, qualify needs, book consultations on the attorney’s calendar, send engagement letters, and chase required documents. The ideal candidate is phone-confident, detail-obsessed, and comfortable keeping a busy owner on track. Light marketing coordination (and occasional personal/second-business admin) may be included.
Key Responsibilities
Lead Intake & Follow-ups
● Monitor leads in CallRail (and related sources); quickly call/text/email new inquiries.
● Qualify matters, gather key details, and summarize for attorney review.
● Book attorney consults; coordinate calendar invites, reschedules, and reminders.
● Log all activity and outcomes in the CRM; keep pipelines clean and current.
Client Communication & Case Prep (Non-legal)
● Send engagement letters (prebuilt templates: fill client name/amounts) and track
signature/status.
● Request and chase required documents from clients; maintain organized
checklists/folders.
● Field inbound calls; capture accurate messages and triage to the attorney.
● Prepare simple matter checklists (research example checklists, adapt, and export to
PDF).
Admin & Organization
● Maintain the attorney’s calendar; surface priorities and deadlines; nudge as needed.
● Draft concise email responses and summaries; keep files and records orderly.
● Maintain marketing/lead spreadsheets, basic reporting, and status trackers.
Nice-to-Have / As Needed (Bonus)
● Light content coordination: draft 1 short LinkedIn/Instagram post per week using AI
prompts and recent immigration-law news; queue/schedule posts.
● Basic design tasks in Canva or Photoshop (simple post/layout tweaks).
● Assist with general admin for a second business or occasional personal tasks (travel
holds, simple purchases), when requested.
Must-Have Qualifications
- Excellent English (spoken & written); clear, friendly phone manner and confidence with outbound calling.
- 2+ years in a coordinator, intake, EA, client success, or operations role (professional services preferred).
- Strong proficiency with CRMs (Call Rail experience a plus), Google Workspace, calendars, and task tools.
- Comfortable using VoIP (e.g., Open Phone, RingCentral) for inbound/outbound calls and SMS.
- Proven follow-through: organized notes, timely updates, and consistent follow-ups.
- High discretion with confidential/PII; familiarity with NDAs and secure handling practices.
- Self-starter who can propose next steps, spot gaps, and keep the attorney informed
Nice-to-Have Skills
- Experience in a law firm (immigration a plus, not required).
- Canva/Photoshop basics and social scheduling tools.
- Familiarity with building simple SOPs/checklists from examples.
- Comfort using AI tools for drafting (emails, checklists, short social copy).
Tools You’ll Use
- Call Rail (lead management/CRM)
- Open Phone or similar VoIP (calls, texts)
- Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
- Canva/Photoshop (bonus)
- Social platforms (LinkedIn/Instagram) & basic schedulers (bonus)
Success Indicators (First 60–90 Days)
- <15 minutes average response time to new leads during coverage hours.
- 95% of booked consults have complete intake notes and calendar details.
- Engagement letters issued within 24 hours of approval; status tracked to completion.
- Document checklists created and used consistently; outstanding items chased on schedule.
- CRM pipeline is up-to-date and accurately reflects reality at all times.
Work Hours & Collaboration
- Eastern Time coverage with some flexibility.
- Daily sync updates; quick check-ins as needed.
- Provided logins/software; brief training from our marketing agency included (they’ll help create SOPs for the VA)
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM