Receptionist - Assistant

Job Description

Job Description

We are seeking a warm, highly articulate, and detail-oriented Phone Receptionist / Assistant to join our team.

This is not just a call-handling role. You will serve as the intake engine and scheduling ambassador for our practice. You will be responsible for managing high-volume inbound communications, conducting thoughtful client intake, screening unsolicited inquiries, and executing administrative workflows in our CRM and calendar systems.

If you are naturally empathetic, thrive in a fast-paced environment, and take pride in meticulous organization, we would love to meet you!

$39,000 - $42,000 yearly

• First Impression: Answer high-volume inbound calls promptly with a warm, empathetic, and professional tone.

• Call Screening & Triage: Screen and route calls accurately based on caller needs, while politely filtering out vendor and unsolicited sales inquiries without interrupting internal staff.

• Communication Logging: Capture detailed, highly accurate CRM communication notes for all incoming calls, voicemails, and correspondence.

• Seamless Scheduling: Schedule prospect phone consultations and client meetings using automated booking tools and internal calendar systems.

• Proactive Reminders: Conduct advance confirmation calls and SMS reminders to optimize attendance and minimize no-show rates.

• Executive Coordination: Assist the executive team with calendar management, routine meeting preparations, and daily schedule optimization.

• Data Hygiene: Create new contact and matter records in our CRM, capturing key client demographics and marketing lead sources.

• Document Preparation: Prepare pre-formatted routine client correspondence, legal fee agreements, and digital document packages for e-signature.

• File Management: Ensure all client interactions, voicemails, and emails are accurately logged under the appropriate lead or client file.

• Team Collaboration: Provide general administrative support to assist colleagues and ensure smooth daily operations across the firm.

• Experience: 2+ years of experience in a front desk, call center, legal intake, or executive administrative support role.

• Communication Skills: Exceptional verbal and written communication skills with a deeply empathetic demeanor when speaking with clients during sensitive planning stages.

• Tech-Savvy: High proficiency with CRM software (e.g., Zoho, Clio, Lawmatics, Salesforce, or similar), automated scheduling tools, digital e-signature platforms, and Microsoft Office / Google Workspace.

• Attention to Detail: Meticulous approach to data entry, record-keeping, and calendar scheduling.

• Discretion & Confidentiality: Understanding of legal confidentiality and strict adherence to client data privacy standards.

• Dependability: Strong punctuality and reliability, understanding that this role is central to daily firm operations.

At Entrusted Legacy Law, we help people protect their Life & their Legacy.

Our Mission

• Provide exceptional legal services with dedication and compassion

• Empower individuals to safeguard their Life and preserve their Legacy

• Communicate promptly and clearly

• Explain legal concepts in simple, direct terms

• Respect your opinions and welcome your feedback

• Care deeply about clients and their loved ones

Our Commitment

• Take time to understand your unique circumstances and goals

• Tailor legal solutions to fit your needs

• Help you navigate complex legal matters with confidence

• Support your present peace of mind and future security

• Deliver a thoughtful, client-centered experience every step of the way