Legal Administrative Virtual Assistant

Job description

About this role

This role focuses on administrative and legal support tasks such as document preparation, file management, client coordination, and handling phone communication. The ideal candidate has strong English communication skills, is comfortable handling sensitive information, and is open to learning internal systems and workflows. This is an excellent opportunity for a VA looking to build a long-term career in the legal field. The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Responsibilities

• Convert and format documents (PDF to Word, editing, formatting)
• Organize and maintain digital legal files and records
• Assist in preparing basic legal documents and correspondence
• Ensure accuracy and proper documentation standards
• Assist with real estate closing documentation processes
• Support light litigation tasks (e.g., discovery assistance, document gathering)
• Draft simple letters and email communications as directed
• Coordinate and track required documents for cases or closings
• Communicate with clients via email and phone calls (inbound and outbound)
• Answer and route calls professionally, taking messages when necessary
• Follow up on document requests and outstanding items
• Serve as a support point of contact for basic client inquiries
• Maintain professional and clear communication at all times
• Input and update information in legal or closing software (e.g., Qualia)
• Maintain organized and accurate records within systems
• Assist in tracking case or transaction progress
• Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Qualifications and requirements

• 1–3+ years of experience as an Administrative or Virtual Assistant (legal experience a plus)
• Excellent written and verbal English communication skills (required)
• Comfortable handling phone calls in a professional setting (required)
• Strong attention to detail and organizational skills
• Ability to handle confidential and sensitive information with discretion
• Comfortable learning new systems and processes
• Proactive, reliable, and able to work independently
• Experience with real estate or legal workflows is a plus (not required)
• Document Management Microsoft Word, Google Docs, PDF tools
• Communication Gmail / Email, Phone systems
• Legal Software Qualia or similar (preferred)