Intake Specialist/Executive Assistant

Intake Specialist / Executive Assistant

Location: California (In-Office)

About Us

We are a dedicated California special education law firm committed to helping students with disabilities and their families obtain the educational services and supports they need to succeed. We are seeking a highly organized, compassionate, and detail-oriented Intake Specialist / Executive Assistant to join our team and serve as a key point of contact for prospective clients while providing executive-level administrative support.

This role is ideal for someone who thrives in a fast-paced professional environment, enjoys helping families through challenging situations, and possesses exceptional organizational and communication skills.

Position Summary

The Intake Specialist / Executive Assistant manages the prospective client intake and onboarding process from initial contact through engagement. This individual also provides administrative and executive support to attorneys and leadership, helping ensure the smooth operation of the firm.

Key Responsibilities

Client Intake & Onboarding

• Serve as the first point of contact for prospective clients via phone, email, and online inquiries.
• Conduct initial intake interviews and gather relevant information from prospective clients.
• Coordinate consultations and maintain attorney calendars.
• Assist with new client onboarding, engagement documents, and case setup.
• Maintain accurate client records and databases.
• Ensure a positive, professional, and compassionate client experience throughout the intake process.

Executive & Administrative Support

• Manage attorney and executive calendars, appointments, and meetings.
• Schedule consultations, conferences, and firm meetings.
• Draft, edit, and proofread correspondence and other documents.
• Coordinate communications with clients, attorneys, experts, opposing counsel, and court personnel.
• Assist with reporting, data analysis, and administrative projects.
• Support firm operations through organization, planning, and process improvement initiatives.

Qualifications/Required

• Exceptional written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent judgment, problem-solving, and critical thinking abilities.
• Professional demeanor and strong interpersonal skills.
• Ability to work independently while collaborating effectively with a team.
• High level of attention to detail and accuracy.
• Proficiency with:
• —– Microsoft Office Suite (Word, Excel, Outlook)
• —– Adobe Acrobat
• —– General office technology and database management systems

Preferred

• Experience supporting executives, attorneys, or other professionals.
• Experience in a law firm, legal services, education, or other client-centered professional environment.
• Experience with legal case management software such as Clio or similar platforms.
• Experience with Microsoft Teams.
• Experience with electronic court filing systems.
• Experience with scheduling and calendar management.

Desired Attributes

• Compassionate and client-focused.
• Professional and dependable.
• Able to remain calm and responsive under pressure.
• Resourceful, proactive, and solutions-oriented.
• Goal-oriented with a strong commitment to teamwork and excellence.
• Passionate about helping families navigate the special education process.

Compensation

• Compensation is $20-25 per hour depending on experience.

We are an equal opportunity employer and value diversity in our workplace.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Paid time off
• Professional development assistance

Education:

• Associate (Preferred)

Experience:

• Executive Assistant: 1 year (Preferred)
• Legal Assistant: 1 year (Preferred)

Work Location: In person