About the Client:

The client is a well-established law firm based in Rancho Palos Verdes, California, with over 37 years of experience serving the South Bay region. They specialize in estate planning, probate, trust administration, real estate transactions, and business law, offering personalized legal solutions to individuals and businesses alike. Known for their approachable and professional demeanor, the firm is committed to delivering sound legal advice and achieving positive outcomes for their clients.

About the Role:

We are seeking a highly organized and detail-oriented Legal Virtual Assistant to provide administrative support to our legal team. This is an admin-focused role (not a paralegal position) requiring strong multitasking skills, excellent English communication, and experience with Clio legal practice management software. The ideal candidate will be proactive, tech-savvy, and able to manage complex administrative tasks with efficiency.

Key Responsibilities

Client Communication & Intake:

• Handle inbound and outbound calls professionally.
• Call clients to gather missing information or documents.
• Follow up with clients before scheduled meetings to confirm attendance and preparedness.
• Manage incoming and outgoing emails, responding to common inquiries.
• Onboard new clients by sending welcome emails, engagement letters, and intake forms.

Case & Document Management (Clio):

• Use Clio for case management, including uploading, organizing, and maintaining case files.
• Send documents via Clio.
• Track case progress and deadlines within Clio.

Calendar & Scheduling Management:

• Coordinate meetings and appointments using Outlook and Clio.
• Manage Outlook calendar to prevent scheduling conflicts.
• Send appointment reminders to clients via email or text.
• Schedule, reschedule, and confirm client meetings, court dates, and consultations.

Required Qualifications

• Proficiency in Office 365 (Word, Excel, Outlook, Teams, etc.).
• Strong organizational and multitasking abilities.
• Excellent communication skills in English (minimal accent required for client interactions).
• Ability to think on multiple levels and handle complex administrative responsibilities.

Preferred Qualifications

• Prior experience in a legal or professional services environment.
• Background in virtual assistance or executive support.
• Familiarity with scheduling tools.