Our Company
Executive Assistant & Business Operations Coordinator Job Description
At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.
What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.
The Role
We’re seeking a
Virtual Assistant – Legal Intake Support. This role is designed for a detail-oriented and compassionate professional. This remote role is more than administrative—it’s about guiding individuals through a critical first step in their legal journey with clarity, care, and accuracy.
You’ll play a key role in being the first voice potential clients hear, responsible for managing inbound inquiries, capturing case details, and supporting the intake pipeline to ensure prospective clients feel heard and supported.
Location: Must be in Colombia – Remote.
Environment: Colombian and International Teams.
Language: Advanced English (B2+ - C1).
Timezone: Monday to Friday – 9:00 AM to 6:00 PM - EST
Contract: Non-fixed Term Colombian Contract.
Requirements
- Education: Bachelor's degree in Business Administration, Legal Studies, Communications, Psychology, Healthcare Administration, or a related field preferred.
- Experience: 1–2+ years of experience in a customer-facing or intake support role (legal, healthcare, or insurance a plus).
- Skills:
- Excellent communication skills—both verbal and written—with an ability to quickly build rapport.
- Strong listening skills and emotional intelligence; able to stay composed during sensitive client interactions.
- Technologically adept; comfortable using CRM systems, cloud tools, and digital communication platforms.
- Characteristics:
- Detail-oriented and compassionate.
- Organized, proactive, and comfortable managing multiple tasks in a fast-paced environment.
Responsibilities
- Serve as the first point of contact for prospective clients via phone, email, and web-based platforms.
- Conduct empathetic and structured intake conversations to gather key case information.
- Assess case eligibility according to firm guidelines and escalate appropriately.
- Accurately document all client interactions in the CRM or intake management system.
- Follow up on pending inquiries, incomplete intakes, or missed appointments.
- Coordinate with attorneys and the intake team to ensure a seamless client experience.
- Support scheduling of consultations and other intake-related appointments.
- Maintain confidentiality and professionalism in all communications and documentation.
