Virtual Legal Administrative Assistant

Job Description

About the Role

We are seeking a detail-oriented Virtual Legal Administrative Assistant to support a busy solo law practice in New York. The attorney currently works with a paralegal who handles billable legal work; this role is dedicated to administrative tasks so that the paralegal can focus exclusively on billable hours.

The successful candidate will become the backbone of day-to-day administration — managing billing entries, scheduling, correspondence, and file management across multiple platforms. Training materials (screen recordings) will be provided for proprietary systems.

Candidate Requirements

• Minimum 3–4 years experience in an administrative, legal, or executive support role

• Strong attention to detail with high data entry accuracy

• Professional written communication skills in English

• Comfortable working independently and learning new systems via video training

• Reliable home office setup with stable internet connection

• Ability to work Eastern Standard Time business hours

• Spanish language skills (advantageous but not required)

Software Requirements

• Microsoft Office Suite (Word, Excel, etc.) - Must-have
• Microsoft Outlook - Must-have
• Clio (legal case management) - Nice-to-have
• LexisNexis - Nice-to-have
• NY State court-appointed voucher system - Will train

Key Responsibilities

Billing & Time Entry

• Enter billing entries into Clio (case management system)

• Enter time into the New York State court-appointed voucher system, including time-stamped, description-based entries required for court matters

• Process billing contemporaneously to keep the firm's invoicing current

Matter Management

• Open and close client matters in Clio and the NY State voucher system

• Load and organise relevant documents; save to OneDrive

Correspondence

• Draft routine client correspondence (e.g. retainer returns, payment confirmations)

• Send and manage emails via Outlook on behalf of the attorney

Scheduling & Calendar Management

• Schedule client calls and appointments in block time

• Assist with setting up and maintaining a Calendly account

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