Maintain virtual office systems including call routing, voicemail, and subscriptions
Triage and organize the managing attorney’s email inbox
Act as a gatekeeper for leadership calendars and communications
Report trends and meet established response time and call quality KPIs
Send calendar invites, virtual meeting links, and appointment reminders
Schedule and coordinate consultations, meetings, and court calls across calendars and time zones
Respond to routine client inquiries and route substantive questions to the appropriate team member
Identify call purpose and escalate urgent matters immediately
Greet callers using approved scripts and route calls appropriately
Send non-intake client communications such as review requests and case conclusion messages
Prepare administrative spreadsheets, logs, and template-based communications
Upload, organize, and manage digital documents securely
Track daily call activity, missed calls, voicemails, and appointments booked
Draft administrative email responses using approved templates
Monitor and triage general inboxes, categorizing and flagging messages
Answer and manage all incoming calls during business hours using VoIP systems
Follow escalation protocols and maintain strict confidentiality at all times

Full-time, remote position
Schedule: Monday to Friday 8:00AM 5:00PM EST
Time zone alignment required with Eastern Time
Minimum of 2 years of experience in a receptionist, administrative assistant, executive assistant, or office manager role
Experience supporting professional services environments, preferably legal or high-touch client service teams
High level of discretion and confidentiality required

Virtual Front Desk Manager

Key skills