Executive Assistant - Law Firm (Remote)

Client Intake & Coordination
❖ Coordinate handoffs from POSH Virtual Receptionists and monitor new client
inquiries via Clio Grow.
❖ Conduct follow-up intake calls as needed to confirm eligibility, missing details, or
signed documentation.
❖ Gather key case details (denial date, claimed conditions, service history, etc.) for
attorney and case manager review.
❖ Ensure all forms, fee agreements, and supporting documents are received and
properly uploaded.
❖ Schedule attorney review calls and maintain timely updates in Clio Grow.

Document & File Management
❖ Send, track, and follow up on fee agreements, engagement letters, and VA Form 21-22a (Appointment of Individual Claimant’s Representative).
❖ Work in coordination with the Case Manager to complete and submit required VA forms and evidence packets (e.g., 21-526EZ, 20-0995, 20-0996, and others) within Tyler Veterans Benefits (TVB).
❖ Upload signed forms through VA Direct Upload and maintain accurate, organized records.
❖ Once Attorney Brooks downloads the VBMS eFolder for an accepted case, you will securely send the complete file to the Case Manager for review.
❖ Maintain digital client files within Clio or the firm’s SharePoint drive according to firm protocols.
❖ Manage incoming digital correspondence and coordinate secure file sharing with team members.

Administrative & Operational Support
❖ Manage the attorney’s calendar, scheduling, and key case deadlines.
❖ Assist with billing, expense tracking, and vendor coordination.
❖ Maintain all receipts, invoices, and financial records for tax and accounting purposes.
❖ Pay firm bills and ensure accurate tracking of outgoing payments and expenses.
❖ Support the attorney and case manager with document uploads, letter drafting, and case preparation.
❖ Assist Attorney Brooks with maintaining her VA accreditation, NOVA membership, and Bar memberships, including tracking renewal dates and submitting all required accreditation and membership documents annually.
❖ Maintain compliance with VA accreditation and firm policies.
❖ Prepare client correspondence, follow-ups, and case status updates.

Qualifications

Required:
❖ Bachelor’s degree (communications, business, legal studies, or related field).
❖ Strong written and verbal communication skills.
❖ Excellent organization and time-management abilities.
❖ Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
❖ Detail-oriented, dependable, and able to handle confidential information in a virtual workspace.

Preferred:
❖ Experience in legal, administrative, or veterans-focused work.
❖ Familiarity with Clio, Case flow, or Tyler Veterans Benefits (TVB).
❖ Interest in developing a long-term career in legal administration or veterans law