VIRTUAL LEGAL EXECUTIVE ASSISTANT

VIRTUAL LEGAL EXECUTIVE ASSISTANT

Independent Contractor | Remote | Minimum 20 Hours/Week

This is an independent contractor (1099) position. VaVa contractors are responsible for managing their own taxes, benefits, and business expenses.

VaVa Virtual Assistants is a remote company based out of Atlanta, Georgia, built on the belief that businesses thrive when they have the right support behind them. We connect clients across industries like nonprofit, legal, coaching, and finance with skilled virtual professionals who bring genuine expertise to the work. Our team may be distributed, but the culture is deeply connected through daily conversation, project collaboration, and regular all-company virtual gatherings.

We are looking for a skilled Executive Assistant with direct legal experience who can own the client relationship and provide back-office support to attorneys and law firms. You will keep calendars, case files, and deadlines in order for professionals who spend much of their time in court or on the road, so they can focus on their clients’ matters. Self-motivation and professional discipline are essential, because attorneys will rely on you to protect their time and their clients’ confidentiality. Adaptability matters just as much, since the work changes with each firm, practice area, and system you are asked to use.

Beyond your client work, you will be part of a contractor community that genuinely invests in one another’s success. Regular calls with clients and fellow contractors keep you connected to the broader VaVa team, and every interaction is an opportunity to reflect our mission, vision, and values.

Please review the requirements and qualifications below carefully, as they reflect what it truly takes to succeed in this role. We appreciate your interest in joining the team.

EXPECTATIONS

Represent VaVa Virtual Assistants in a Positive & Professional Manner

• Demonstrate a strong work ethic and positive attitude with attorneys, their clients, court staff, and outside vendors.
• Ensure all communication reflects VaVa’s standards of professionalism and care.
• Actively contribute to a thriving contractor culture by embracing VaVa’s values.

Take Ownership of Client Satisfaction

• Manage day-to-day account activities reliably, and learn each attorney’s practice, active matters, and working preferences well enough to support them accurately.
• Anticipate client needs and communicate progress consistently so clients always know where deadlines and matters stand.
• Protect attorney-client confidentiality in every task and every tool you use.
• Handle challenges independently without letting quality slip or client confidence waver.
• Track engagement hours and flag early when adjustments are needed to sustain service.

RESPONSIBILITIES

• Manage attorney inboxes by prioritizing and filtering messages from clients, courts, and opposing counsel, drafting responses, and making sure nothing falls through the cracks.
• Coordinate attorney calendars across time zones for client meetings, consultations, court appearances, hearings, depositions, and mediations, building in travel and buffer time around court days. Handle itineraries and bookings, and adjust quickly when court schedules change.
• Enter and track court deadlines, statutes of limitations, and filing dates in the calendar and case management system, applying court rules as directed and verified by the attorney, with reminders set and conflicts flagged early.
• Support mobile attorneys with daily briefings before court days, shared calendars, a clear routing system for urgent items, and mobile access to files and client portals, so work continues between court and office.
• Open and maintain matters in the case management system or CRM, including client intake, conflict check data entry, engagement letters, and e-signature tracking, and keep records accurate through data entry, deduplication, cleanup, and import and export mapping.
• Draft, format, and proofread legal correspondence, memos, pleadings, motions, and discovery documents for attorney review using firm templates and court formatting rules, then prepare and submit filings through court e-filing portals, confirm acceptance, and file proofs of service.
• Organize and maintain case files, including document naming, version control, redaction, indexing, and retention in the firm’s document management system.
• Conduct legal and factual research using tools such as Westlaw or LexisNexis as directed by the attorney, and summarize findings in research memos for attorney review.
• Support litigation and trial preparation, including discovery tracking, exhibit organization, Bates numbering, deposition summaries, and trial binders.
• Coordinate with court reporters, process servers, interpreters, and expert witnesses, including ordering transcripts and confirming deposition logistics, and provide virtual support during hearings, depositions, and client meetings, including setup, exhibit sharing, and note taking.
• Build and maintain spreadsheets for case, deadline, and expense tracking, including basic analysis for firm reports.
• Provide light billing support, including time entry, expense coding, and invoice preparation for attorney review, without taking on bookkeeping or trust accounting.
• Use AI tools to summarize documents, draft first-pass correspondence, and organize research, with attorney review of all output, and set up automations for reminders, intake, and follow-ups where appropriate.
• Handle privileged, personal, and financial information with strict discretion, follow each client’s data security requirements, and never enter client data into unapproved AI tools.
• Provide administrative support only, and refer any question that calls for legal judgment or advice to the attorney.

GENERAL QUALIFICATIONS

• Must reside and be authorized to work in the United States.
• At least 3 years of demonstrated experience in an executive or administrative support role, including direct support to at least one executive.
• At least 1 year of direct experience working with a practicing attorney, firm, or legal team.
• At least 1 year of experience working full-time in a virtual or remote capacity.
• Solid understanding of legal terminology and processes, including litigation, depositions, legal research, and the drafting and filing of legal documents.
• Demonstrated ability to adapt legal administrative skills across practice areas, firm types, and client systems.
• Available at least 20 hours per week to support high-touch (daily), deliverable-focused clients.

TECHNICAL QUALIFICATIONS

Must Have

• Proficiency in Google Workspace and Microsoft Office, including formatting legal documents to court or firm style and producing polished presentations and spreadsheets without client oversight.
• Daily use of Slack and Zoom, including setup for virtual hearings, depositions, and meetings, and basic troubleshooting.
• Experience with at least one case management system or CRM, such as Clio, MyCase, Salesforce, or HubSpot, including matter setup, data entry, and record maintenance.
• Experience with at least one project management platform such as Trello, Asana, ClickUp, Notion, or Monday.com.
• Experience with legal calendaring, including court deadlines, hearing dates, and reminders, and with a scheduling tool such as Calendly or Acuity (or a case management system’s booking feature) for consultations and intake.
• Experience supporting litigation and case preparation, including court filings through e-filing portals, case file and document management, discovery tracking, deposition scheduling, and exhibit or trial binder preparation.
• Experience with legal research tools such as Westlaw or LexisNexis.
• Demonstrated ability to manage high-volume inboxes, complex calendars, and travel remotely, including for attorneys who are frequently away from the office.
• Proficiency in Excel and Google Sheets, including imports, exports, and basic data analysis.
• General AI literacy and comfort using AI tools to draft content and streamline routine tasks, with an understanding of what privileged and client data should never be entered into AI systems.

Preferred

• Paralegal certification or paralegal experience.
• Experience with document management systems such as iManage or NetDocuments.
• Experience with e-signature tools such as DocuSign or PandaDoc, secure client portals, and document redaction tools.
• Experience with time entry, expense coding, and invoice preparation in Clio, MyCase, or similar systems.
• Experience supporting virtual depositions and hearings, including coordination with court reporters and other legal vendors.
• Experience with workflow automation tools such as Zapier or case management automations, and with AI-assisted workflows for document summarization, research organization, or intake.

EDUCATION

A degree is not required. Demonstrated competency and consistent professional growth carry more weight than a credential alone. Candidates without a degree should hold at least one relevant certification, such as a paralegal certificate, NALA Certified Paralegal credential, NALS Accredited Legal Professional or Professional Legal Secretary credential, Clio certification, administrative professional certification, or equivalent. A paralegal certification is preferred for all candidates. A commitment to continued learning is an expectation of this role.