Executive Assistant, Intake Specialist

🔥 0 minutes ago

🇵🇭 Philippines – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 13%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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OptiNizers

WebsiteLinkedInAll Job Openings

1 - 10 employees

Founded 2021

🤝 B2B

☁️ SaaS

👥 HR Tech

B2B • SaaS • HR Tech

OptiNizers is a company dedicated to helping businesses thrive by providing a range of remote talent services including executive virtual assistants, customer service, social media management, and graphic design. They emphasize optimizing and organizing business tasks to alleviate bottlenecks, enhance efficiency, and support growth. OptiNizers partners with clients to turn their business aspirations into reality, positioning themselves as allies in the entrepreneurial journey.

📋 Description

• Answer and respond to incoming prospective-client calls professionally and empathetically • Conduct initial intake conversations using the firm's established questions, guidelines, and qualification criteria • Gather relevant information and identify potential red flags or qualification issues • Document intake details accurately in Lawmatics and maintain organized records • Provide the attorney with a clear summary and recommendation for follow-up when appropriate • Follow up with prospective clients and help minimize delays in the intake process • Provide general administrative support to reduce the attorney's day-to-day workload • Manage recurring administrative tasks, follow-ups, and simple research assignments • Help coordinate schedules, appointments, and other administrative needs • Identify opportunities to streamline repetitive tasks and improve workflows • Gradually take ownership of additional responsibilities as familiarity with the practice grows • Assist with basic marketing coordination and execution • Organize social media content, articles, videos, and other marketing materials • Support content research and administrative tasks related to the firm's online presence • Coordinate with existing vendors or resources when needed • Assist with implementing marketing activities and recommendations • Communicate professionally with prospective clients, vendors, and other contacts • Maintain timely follow-ups and ensure important requests do not fall through the cracks • Handle sensitive client information with professionalism, discretion, and confidentiality • Provide regular updates to the attorney on intake activity, pending items, and completed tasks

🎯 Requirements

• Previous experience as an Executive Assistant, Administrative Assistant, Intake Specialist, Client Coordinator, Customer Service Representative, or similar role • Excellent verbal and written English communication skills • Comfortable speaking with clients and handling sensitive conversations with empathy • Strong organizational and follow-up skills • Comfortable learning new systems and technology • Ability to work independently and take ownership of assigned responsibilities • Strong attention to detail and ability to maintain confidentiality • Experience working with a law firm, legal intake, legal support, or professional services environment (preferred) • Familiarity with Lawmatics or similar CRM/intake platforms (preferred) • Experience with social media, content coordination, or basic marketing support (preferred) • Experience supporting an executive, business owner, or professional (preferred) • Comfortable using AI tools and learning technology-driven workflows (preferred) • Resourceful mindset with an interest in improving processes and finding ways to make the client's work easier (preferred)

🏖️ Benefits

• Training and guidance will be provided for the firm's intake process and systems • Opportunity for the role to grow based on performance, workload, and the needs of the practice • Fully remote work arrangement