V101 - Executive Assistant Intake and Scheduling
About The Position
Join Job Duck as an Executive Assistant focused on client intake and scheduling, where you will be the first point of contact for prospective clients and a steady partner in a structured, process-driven environment. In this role, you will conduct intake calls, schedule paid consultations, and professionally handle payment collection while maintaining accurate records and clear communication. You will thrive if you are detail-oriented, calm under pressure, respectful of decision-making boundaries, and committed to delivering a thoughtful client experience. Your daily impact will be felt through reliable execution, careful listening, and transparent collaboration within established systems and approval workflows.
Requirements
- Respect for authority and decision-making boundaries
- At least 1 year in an Executive Assistant role
- Sales aptitude for moving calls to booked paid consultations
- Software and tools: standard office software, communication platforms, file management systems
- Must understand filing and labeling conventions
- Calendar management and scheduling across time zones
- Comfortable taking calls
Responsibilities
- Continuously refine scripts, templates, and workflows to improve client experience
- Collaborate with internal stakeholders and support onboarding of a paralegal as directed
- Safeguard confidentiality and adhere to contractual and compliance requirements
- Schedule paid consultations, confirm expectations, and send confirmations and reminders
- Conduct first touch intake calls, gather essential client information, and document notes clearly
- Manage calendars, coordinate time zones, and resolve scheduling conflicts promptly
- Monitor inboxes and voicemails, triage messages, and ensure timely, professional responses
- Follow standard operating procedures and escalate items that require approval
- Prepare call summaries and handoffs that reduce rework for the decision maker
- Maintain accurate records in CRM, update contact details, and track follow up tasks
- Professionally explain paid consultation policy and process payments using approved systems
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
