[Hiring] Executive Virtual Assistant @Assist World

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