Savine Employment Law, Ltd. Marketing & Intake Specialist Chicago, IL · Full time Company website

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The Marketing & Intake Specialist is a non-attorney operations professional responsible for executing the firm’s marketing campaigns, coordinating referral and outreach initiatives, and providing intake support to ensure continuity of the client sales pipeline.

This role operates in close collaboration with the Business Development Specialist (BDS), the firm’s primary “Dragon,” and is designed as a peer-level position that ensures consistent lead management, marketing execution, and sales coverage.

The Marketing & Intake Specialist plays a critical part in sustaining the firm’s growth and client acquisition infrastructure — particularly during periods when the BDS is unavailable or the firm is scaling up capacity.

The Marketing & Intake Specialist is accountable for ensuring that all assigned marketing campaigns, event follow-ups, and intake support tasks are completed on schedule, with a high level of accuracy and responsiveness. They will also support post-event and post-consult follow-up, referral touchpoint campaigns, and warm-up calls with potential new clients (PNCs) as needed. This role is integral to achieving the firm’s goal of maintaining a consistent marketing and sales rhythm that converts high-quality leads into engaged clients.

The ideal candidate is detail-oriented, deadline-driven, and collaborative — someone who thrives in a fast-paced environment where marketing and client engagement intersect. This role requires strong communication skills, CRM proficiency, and comfort handling intake conversations with professionalism and empathy.

The position reports directly to the Firm Owner and works closely with both the marketing and legal production teams. The Marketing & Intake Specialist uses Lawmatics, Microsoft Planner, and related tools to manage tasks, campaigns, and lead records.

Work Conditions and Physical Demands

Work is performed in an onsite or home office environment. Temperature is regulated. Noise levels are typical of an office environment. While performing the duties of the job, an employee is required to stand, walk, bend, talk, hear, stoop, use hands and fingers to operate computers and phones, sit for long periods of time, and on occasion lift up to 20 pounds.

Authority

The Marketing & Intake Specialist may be delegated responsibility by the Owner to coordinate with virtual assistants, marketing vendors, or other administrative team members to ensure the timely execution of marketing campaigns, event follow-up, and intake-related communications. The Specialist may be authorized to initiate outreach to potential new clients (PNCs), send reminders or follow-ups, and maintain lead records — always within the boundaries of firm-approved messaging.

This role holds no formal supervisory authority and may not direct or discipline other team members unless explicitly authorized by the Owner. The Specialist operates in close partnership with the Business Development Specialist (BDS) but does not report to or manage that role.

As a non-attorney, the Specialist is prohibited from engaging in the practice of law under the American Bar Association (ABA) Rules of Professional Conduct and the Illinois Rules of Professional Responsibility. All client- or lead-facing work must remain within the scope of support functions under attorney supervision.

In accordance with bar rules:

·      The Specialist does not give legal advice

·      The Specialist does not approve client engagements

·      The Specialist does not negotiate or share in legal fees

Essential Duties

Marketing Execution & Coordination

• Implement firm-assigned marketing campaigns using email, print, social, and event-based channels
• Track marketing calendar deadlines and ensure timely execution of lead magnets, webinars, and direct outreach
• Coordinate event logistics including registration, reminders, RSVPs, and post-event follow-up
• Maintain referral partner and client campaign lists in Lawmatics and Microsoft Planner
• Generate campaign status reports and share updates during marketing or department meetings
• Collaborate with external vendors (designers, printers, ad specialists) to ensure delivery of campaign assets

Sales Support & Intake Backup

• Serve as a backup to the Business Development Specialist for PNC screening, intake calls, and consult warm-ups
• Assist with sending engagement agreements and collecting payments during high-volume or coverage periods
• Prepare CRM records and follow-up reminders to support sales pipeline continuity
• Execute assigned follow-up steps with no-shows, unbooked leads, or recently disengaged prospects
• Update Lawmatics and maintain accurate contact records, referral attribution, and intake notes

Referral Outreach & Follow-Up

• Support delivery of post-meeting or post-referral follow-up touches (gifts, newsletters, check-ins)
• Track referral activity in Lawmatics and ensure all referral source records are current
• Coordinate with the BDS to divide and execute follow-up campaigns based on lead stage and partner type

Cross-Team Communication

• Attend weekly marketing and department meetings to stay aligned on lead flow and campaign timing
• Monitor internal calendars and CRM timelines to coordinate between legal, marketing, and intake teams
• Escalate any concerns related to intake gaps, lead quality, or missed marketing deliverables promptly

Matrix of Essential Duties

Daily

• Execute marketing tasks per calendar or checklist
• Monitor CRM for follow-up or reminder actions
• Support PNC call coverage if the BDS is unavailable
• Update lead records and communication logs

Weekly

• Submit marketing and intake metrics
• Attend team meetings and campaign sync-ups

Monthly

• Assist in reviewing campaign performance
• Prepare referral calendar updates and send-outs

Quarterly

• Participate in campaign planning and review sessions
• Help update referral engagement or intake SOPs

Ongoing

• Provide input on improving handoff and intake systems
• Stay current with campaign tool usage (Planner, Lawmatics, etc.)

Education & Experience

2+ years of experience in marketing coordination, client intake, or professional administrative support is required. Preference will be given to candidates with experience working in a legal, medical, or professional services environment.

Experience executing marketing tasks on a deadline — including email campaigns, event coordination, or CRM-driven communication workflows — is strongly preferred.

Exposure to intake or client-facing communications is highly valued. Ideal candidates have made follow-up calls, confirmed appointments, or served as the “first touch” for client engagement.

Candidates with experience working across departments and juggling multiple tools or task systems (e.g., marketing calendars, CRMs, planners) will thrive in this role.

Comfort with direct client or referral partner communication is essential, but prior sales experience is not required.

Knowledge, Skills & Abilities

Top 5 Competencies for Role Success

·      Task Management – Completes assignments on time and keeps marketing projects moving forward

·      Responsiveness – Communicates proactively and provides intake or follow-up support without delay

·      Detail Orientation – Catches errors, updates CRM fields, and ensures outreach is accurate and on brand

·      Follow-Through – Completes assigned steps in outreach and follow-up sequences consistently

·      Process Adherence – Follows marketing and intake workflows exactly as outlined

Top 5 Competencies for Culture Fit (Relationships)

·      Team-Oriented – Collaborates smoothly with the BDS, marketing, and legal teams

·      Positive – Brings good energy to daily work and keeps a service-minded approach with clients and partners

·      Adaptable – Willing to shift between intake and marketing priorities quickly

·      Accountable – Owns deadlines, handoffs, and assigned communication steps

·      Reliable – Consistently present and steady, even under deadline pressure

Required Technical Skills

·      Proficiency with CRM platforms (Lawmatics preferred)

·      Experience with Microsoft Planner, Outlook, and Teams

·      Competence in Google Workspace and basic document editing

·      Strong written and verbal communication

·      Comfort with email automation and intake tools

·      High standards for data entry, formatting, and task documentation

Expected Outcomes/Key Performance Indicators

KPIs will be reviewed and adjusted periodically based on the needs of the Firm and may include:

Timely and reliable execution of assigned marketing tasks and campaign deliverables

Consistent and prompt follow-up on referral actions following meetings, events, or campaign activity

Accurate and current entry of lead and referral data in the CRM to ensure strong sales handoffs and attribution

Dependable intake coverage that maintains service standards and protects sales conversion during Dragon absences

On-time completion of delegated steps within the Sales

Follow-Up GlidePath to maintain momentum and client engagement

Disclaimer

This job description outlines current duties and is subject to change based on the Firm’s business needs. The Firm reserves the right to modify the scope, responsibilities, or expectations of the position at any time.