How Virtual Legal Assistants Benefit Your Firm

Legal professionals do more than argue cases in court and negotiate big deals. Behind the scenes, law practices constantly schedule appearances, prep documents, and conduct case research. 

Administrative tasks like this quickly take over your day, so save time by delegating your workload to a virtual legal assistant. Whether they proofread briefs or track billable hours, this assistant reduces your workload so you can focus on high-level tasks.

What’s a Virtual Legal Assistant?

A virtual legal assistant provides legal and administrative support to attorneys, law firms, and corporate legal teams. Unlike in-house paralegals, they work remotely, typically as contractors.

The best virtual legal assistants have a background in law, paralegal studies, or legal administration, giving them the specialized knowledge to handle complex tasks accurately. 

Hiring these assistants offers several benefits, including: 

• Cost Savings: Assistants typically bill by the hour, so you only pay for necessary services. And since virtual assistants work remotely, you’ll save on office and equipment expenses.
• Flexibility and Scalability: Virtual legal assistants offer on-demand support, scaling their hours up or down based on your caseload.
• Specialized Skills: Many assistants focus on a particular skill or industry, letting you choose contractors who meet your exact needs. Hiring virtual workers also gives you access to a wider, more experienced talent pool.

8 Virtual Legal Assistant Tasks

Lawyers regularly complete high-stakes work that affects their income, reputation, and case results. With so much at play, every task requires precision, making expert virtual legal assistants invaluable.

Here are eight virtual legal assistant services to support your law practice: 

• Researching: Most lawyers don’t have time to dig through endless case law. Virtual assistants sift through the research, pinpointing the most relevant information and legal precedents to argue your case. 
• Preparing Legal Documents: Virtual legal assistants are experienced in technical writing and industry terms, so they can clearly draft documents like client contracts and motions.
• Proofreading and Editing: Even small mistakes on legal documents, like incorrect wording or missed commas, might lead to misinterpretations. Virtual legal assistants meticulously proofread documents, and this precision protects everyone’s best interests.
• Transcribing Meetings: Legal assistants create and organize detailed meeting notes for easy reference. Plus, they summarize key takeaways and monitor follow-up tasks. 
• Bookkeeping and Administrative Support: Assistants handle time-consuming but essential tasks like bookkeeping, tracking billable hours, and generating invoices.
• Planning Business Trips: Many legal professionals travel for work, attending depositions, visiting research facilities, and conducting field investigations. Virtual legal assistants take the stress out of scheduling by securing flights and accommodations.
• Organizing Paperwork: From maintaining case files to managing contracts and client correspondence, virtual legal assistants improve law firms' efficiency. You’ll better serve clients with properly categorized and easy-access documents.
• Managing Calendars and Schedules: Virtual legal receptionists perform administrative tasks like scheduling appointments, greeting clients, and handling correspondence.

Key Skills to Look for in a Virtual Assistant

Beyond basic administrative support, the right legal assistant brings valuable skills that directly impact your law firm's productivity. 

Here are some virtual legal assistant qualifications that a top-tier contractor should possess: 

• Legal Terminology Knowledge: With a strong grasp of legal terminology, assistants draft documents precisely, respond to queries, and interpret legal documents. This prevents costly misunderstandings and errors in complex legal matters.
• Technical Writing Ability: Look for virtual assistants who communicate complex ideas in simple, error-free language. Those with technical writing experience are invaluable team members, drafting motions, contracts, and everything in between. 
• Legal Research Skills: Effective assistants are masters at digging deep into case law databases, public records, and legal documents. They keenly understand what’s most relevant and sort through dense legal material to summarize key findings.
• Legal Software Expertise: Law firms rely on a large suite of legal software, from case management systems to legal research platforms. Virtual assistants who are familiar with these tools onboard quickly, saving you time and money.
• Cross-Functional Communication skills: Search for assistants who tailor their communication style to different audiences, such as legal teams, bookkeepers, and human resources departments.
• Time Management: An effective virtual assistant manages heavy workloads and tight deadlines. To stay on top of overlapping workflows, they need a clear grasp of task prioritization and schedule management. 
• Critical Thinking: Although assistants can’t provide legal counsel, they should be able to analyze complicated legal matters. Strong critical thinking helps them prepare legal documents, review case files, and spot potential issues before they escalate. 

How to Choose the Right Virtual Legal Assistant: 4 tips

To ensure you hire the right virtual assistant, follow these tips.

1. Define the Tasks and Skills for the Position

Before you start your search, define exactly what you need in a virtual legal assistant. Some specialize in specific areas, like wills and probate or corporate law, so a detailed job description will help you attract the right candidates. Be clear about the expertise, technical skills, and soft skills required to ensure a strong match.

2. Consider the Work Style Fit

Your law firm has its own unique workflow, and a virtual assistant should sync with it seamlessly. Whether you prefer regular check-ins or minimal oversight, hire someone who’ll adapt to your methods.

3. Test Their Problem-Solving Skills

During the interview process, pay the assistant to complete a trial run or a small project to gauge how they handle real-world challenges. See whether they’re comfortable making decisions and navigating administrative tasks without constant guidance. This will give you a solid sense of their ability to fit in with the firm. 

4. Set Expectations Early

Before the assistant starts working, share a retainer agreement outlining the following: 

• Preferred communication channels
• Management style
• Feedback
• Deadlines
• Workflows
• Deliverables

Aligning everyone’s expectations early on ensures a smooth onboarding process.

How is an Athena Assistant Different from a Virtual Assistant?

Athena stands out from typical virtual assistant services by hiring and training only the best EAs, providing ongoing education, and ensuring your Assistant continuously expands their skills. With 1:1 coaching and a vast network of support, our Assistants come to you equipped to handle any obstacle. It’s our commitment to fostering Assistants’ career growth that ultimately benefits your own professional success. With Athena, you can feel confident in your Assistant’s qualifications, abilities, and credible backing.

Get Started With an Athena Assistant

Athena’s assistants are the hidden superpower behind elite founders, top investors, and world-class leaders. When you work with us, you’re joining a powerful network of high achievers. We'd love the opportunity to collaborate and make your routine more impactful. Get started with an Athena assistant today.

FAQ

Can Paralegals Work Virtually? 

Yes, paralegals are often remote employees. They handle a wide range of essential tasks — including legal research, drafting contracts, and communicating with clients — all from the convenience of a home office.

Do Lawyers Use Virtual Assistants? 

Absolutely — virtual assistants are an essential part of many legal teams. Here are just a few assistants to consider bringing on board: 

• Virtual paralegal
• Legal administrative assistant
• Legal research assistant
• Litigation support specialist

Some even specialize in certain legal matters, such as intellectual property, estate planning, and real estate law.

How Do I Become a Virtual Assistant for a Lawyer? 

To start on this career path, get a degree in paralegal or legal studies, or take online courses to develop a legal specialization. Many people also spend time working at a law firm in person before going remote. Then, begin freelancing or partner with a virtual assistant agency. 

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