Virtual Legal Assistants: the what, the who, and the why
What is a virtual legal assistant?
A virtual legal assistant is someone who works remotely to help lawyers and law firms manage legal and administrative work, providing support without needing to work on-site. Unlike a general virtual assistant, a legal virtual assistant is trained to handle tasks that require familiarity with legal terms, procedures, documents, and workflows.
In simple terms: A virtual legal assistant helps legal professionals stay organized, prepared, and efficient by taking care of time-consuming legal support tasks from anywhere in the world. Virtual legal assistant services are commonly used by solo lawyers, small law firms, and even larger legal teams that want reliable legal support without the overhead costs of hiring an in-house employee.
What does a virtual legal assistant do?
A virtual legal assistant can support a lawyer or law firm across many day-to-day operations. Below are the most common responsibilities, explained in a way that’s easy to understand for someone new to the concept:
- Legal research support
They help locate relevant case laws, statutes, regulations, or legal references that attorneys need when preparing cases, motions, or legal opinions.
- Contract and document review assistance
Virtual legal assistants can examine contracts or agreements to check for missing details, inconsistencies, or formatting issues before they are finalized by a lawyer.
- Billing and invoicing coordination
They assist with tracking billable hours, preparing invoices, following up on payments, and keeping financial records organized.
- Court filing preparation and coordination
A legal virtual assistant helps prepare documents for filing, ensures deadlines are tracked, and confirms that submissions follow court requirements (without giving legal advice).
- Case summary creation
They condense long case files, transcripts, or documents into clear summaries so lawyers can quickly understand key points.
- Legal document drafting support
Virtual legal assistants draft standard legal documents such as letters, pleadings, or forms based on templates and attorney instructions.
- Calendar and deadline management
They manage court dates, hearings, meetings, and filing deadlines to help lawyers avoid missed schedules.
- Client intake and lead screening
Virtual legal assistants help gather initial client information, assess basic qualifications, and organize leads before they reach the lawyer.
- Accuracy checks and document polishing
They review legal documents for spelling, grammar, citation consistency, and factual accuracy to ensure professionalism and clarity.
Virtual legal assistant vs. general virtual assistant
While both roles work remotely, the difference lies in specialization.
A general virtual assistant focuses on basic administrative tasks such as email management, data entry, or social media.
A virtual legal assistant, on the other hand, understands legal terminology, legal processes, confidentiality requirements, and the structured nature of legal work. This legal knowledge allows virtual legal assistants to work more efficiently within a law firm environment, reduce errors, and support attorneys in ways a non-legal virtual assistant typically cannot.
Learn about other types of virtual assistants here: Understanding the different types of Virtual Assistants
Who is a virtual legal assistant?
A virtual legal assistant is a professional trained to support legal work remotely. To become one, a person typically combines administrative skills, legal knowledge, and technology proficiency to assist lawyers, law firms, or corporate legal departments from anywhere in the world.
How does someone become a virtual legal assistant?
Becoming a virtual legal assistant usually involves a mix of education, experience, and practical skills. While formal legal degrees aren’t always required, understanding legal terminology, processes, and documentation is crucial. Many virtual legal assistants start with backgrounds in law, paralegal studies, or administrative work in legal settings.
Skills and qualities law firms look for
When hiring a virtual legal assistant, lawyers and law firms focus on several key criteria:
- Legal knowledge and research skills: Familiarity with legal procedures, terminology, case law, and the ability to conduct thorough research is essential.
- Strong writing and communication: Clear writing and professional communication are vital for drafting documents, summarizing cases, and corresponding with clients.
- Organizational skills and work ethic: Law firms need someone who can manage deadlines, track case progress, and maintain confidentiality consistently.
- Technical proficiency: Experience with document management, file-sharing platforms, legal software, and remote collaboration tools is highly valued.
- Attention to detail: Accuracy in proofreading, fact-checking, and reviewing legal documents is critical.
- Experience in client interaction and intake: Some virtual legal assistants handle client communications and initial screenings, so professionalism is key.
Credentials and certifications
While not always required, credentials can make a candidate stand out:
- Paralegal certification or diploma
- Legal assistant training programs
- Specialized courses in legal research, compliance, or legal technology
Some law firms may also value experience with specific legal practice areas, such as corporate law, family law, or intellectual property, depending on the needs of their practice.
Top hiring factors
In practice, law firms often prioritize experience in legal work, strong organizational skills, and reliability over formal degrees.
Certifications are a bonus but not always mandatory. Demonstrating familiarity with the tools, processes, and confidentiality expected in a legal environment can be just as important as formal education.
Why hire a virtual legal assistant?
Lawyers and law firms increasingly choose to hire virtual legal assistants because they provide specialized support without the overhead of a full-time in-office employee.
These professionals handle legal and administrative tasks remotely, allowing attorneys to focus on higher-value work such as client advocacy, case strategy, and courtroom preparation.
Benefits of hiring a virtual legal assistant
- Specialized legal support
Unlike a general virtual assistant, a virtual legal assistant understands legal terminology, court procedures, and document requirements. This expertise ensures tasks are handled accurately and efficiently.
- Time savings
Virtual legal assistants can manage research, document drafting, case summaries, and scheduling, freeing up lawyers to focus on client work and critical case decisions.
- Cost efficiency
Hiring a virtual legal assistant is often more affordable than employing a full-time in-office assistant. Example cost comparison:
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- Virtual Legal Assistant: $20–$40 per hour (depending on experience and specialization)
- Full-time in-house legal assistant: $45,000–$65,000 per year + benefits and overhead
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Know more here: The Costs of Hiring a Virtual Assistant
- Flexibility
Virtual legal assistants can work part-time, project-based, or full-time remotely, allowing law firms to scale support according to workload.
- Enhanced organization and accuracy
With skills in scheduling, document review, fact-checking, and legal research, virtual legal assistants reduce the risk of errors and missed deadlines.
When should you hire a virtual legal assistant?
Knowing when to bring a virtual legal assistant on board can help a law firm stay efficient, organized, and responsive. Here are some clear signs that it may be time to hire one:
Signs your firm needs a virtual legal assistant
- Overloaded with administrative work: If lawyers or in-house staff are spending too much time on filing, scheduling, or document prep, it’s a sign that support is needed.
- Increasing caseloads or client demands: When the number of cases or clients grows faster than your capacity, a virtual legal assistant can help manage deadlines, research, and documentation.
- Missed deadlines or organizational gaps: Late filings, overlooked court dates, or delayed correspondence indicate that legal support needs to be strengthened.
- Limited budget for in-house staff: Virtual legal assistants offer specialized support at a fraction of the cost of hiring a full-time employee, making them ideal for small or growing firms.
- Need for flexible support: If your workload fluctuates—busy periods followed by slower periods—a virtual legal assistant can scale support as needed without long-term commitments.
- Desire to improve client service: When lawyers want to respond faster to client inquiries, provide detailed case updates, or streamline intake, a virtual legal assistant can help maintain high-quality client service.
By recognizing these signs early, law firms can hire a virtual legal assistant before workload bottlenecks begin affecting productivity or client satisfaction.
Hiring a Virtual Legal Assistant
Finding the right virtual legal assistant can make a significant difference in a law firm’s efficiency, organization, and daily operations.
At De Vore Recruiting, we specialize in connecting lawyers and law firms with skilled
virtual assistants who bring real experience in legal support.
Why Work with De Vore Recruiting?
Tailored Candidate Matching
We understand the demands of legal work and match you with virtual legal assistants who fit your practice area, workflow, and requirements.
Vetted Professionals
Every candidate goes through a thorough screening process to meet professional, technical, and legal standards.
Flexible Hiring Options
Whether you need part-time, full-time, or project-based support, we offer solutions that fit your workload and budget.
Time & Cost Savings
We handle recruitment and vetting so you can save time and quickly hire qualified virtual legal assistants.
With De Vore Recruiting, law firms gain access to
top-quality virtual legal assistant services—without the hassle of recruiting, interviewing, and onboarding on their own.
Frequently Asked Questions
1. How can virtual assistants be used for legal support tasks?
Virtual legal assistants can handle a wide range of tasks for lawyers and law firms, including:
- Legal research – finding relevant case law, statutes, and regulations.
- Document preparation and review – drafting letters, contracts, and pleadings based on templates or attorney instructions.
- Case management – summarizing case files, tracking deadlines, and organizing documents.
- Administrative support – scheduling appointments, managing emails, and coordinating client communications.
By outsourcing these tasks to a virtual legal assistant, lawyers can focus on client-facing and strategic work while ensuring legal operations run smoothly.
2. How should I share passwords with a virtual legal assistant?
Security and confidentiality are critical when working with a virtual legal assistant. Recommended practices include:
- Use password managers like LastPass, 1Password, or Dashlane to securely share login credentials without sending plain text passwords.
- Two-factor authentication (2FA) ensures added protection for sensitive accounts.
- Limit access to only the accounts or files necessary for their work.
- Regularly update passwords and revoke access when a project ends or the assistant is no longer working with the firm.
This approach protects both client confidentiality and your law firm’s sensitive data.
3. How do virtual assistants assist legal professionals with clerical tasks?
Virtual legal assistants streamline daily operations by taking care of clerical responsibilities such as:
- Scheduling court appearances, meetings, and deadlines
- Organizing and maintaining digital files and case documentation
- Drafting letters, memos, and standard legal forms
- Managing client intake forms and basic communications
By handling these tasks, virtual legal assistants allow lawyers to dedicate more time to strategy, litigation, or client consultations.
For more ideas on tasks you can outsource read this blog: 7 Surprising Tasks You Can Delegate To A Virtual Assistant
4. How can someone legally work as a virtual assistant?
To work legally as a virtual assistant, including a virtual legal assistant, a person should:
- Register as a business or independent contractor according to local regulations.
- Pay taxes on income earned, either as self-employed or through a contracting agreement.
- Comply with labor laws in their country or the client’s country if applicable.
- Maintain client confidentiality and follow any legal regulations when handling sensitive documents.
- Ensure proper contracts or agreements are in place with clients, outlining scope, payment, and responsibilities.
Following these steps ensures that a virtual assistant operates legally and professionally while providing remote support to clients or law firms.