Virtual Legal Executive Assistant

Job not on LinkedIn

🔥 1 minute ago

🇺🇸 United States – Remote

⏳ Contract/Temporary

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 15%

What it means: the chance that no one is really hiring for this job.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.Why this score:

• Just posted.
• Jobs at this company usually fill in 42 days.
• No salary listed.

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VaVa Virtual Assistants

WebsiteLinkedInAll Job Openings

1 - 10 employees

Founded 2010

💼 Consulting

📦 Logistics

✈️ Travel

Consulting • Logistics • Travel

VaVa Virtual Assistants is a remote team of professional virtual assistants dedicated to alleviating the burdens of business ownership for entrepreneurs. By offering a comprehensive suite of administrative services, including calendar management, customer service, social media, and web design, VaVa empowers clients to focus on their core passions while efficiently handling the busywork of their operations. With a commitment to enhancing productivity and efficiency, they provide personalized support tailored to diverse business needs.

📋 Description

• Represent VaVa Virtual Assistants professionally with attorneys, clients, court staff, and vendors • Manage day-to-day client account activities and learn each attorney’s practice, matters, and preferences • Anticipate client needs, communicate progress, protect confidentiality, and track engagement hours • Prioritize and manage attorney inboxes, draft responses, and ensure messages are addressed • Coordinate calendars across time zones for meetings, consultations, court appearances, hearings, depositions, and mediations • Manage travel itineraries and bookings and adjust schedules when court dates change • Track court deadlines, statutes of limitations, and filing dates in calendars and case management systems • Support mobile attorneys with court-day briefings, shared calendars, urgent-item routing, file access, and client portals • Open and maintain matters in case management systems or CRMs, including intake, conflict checks, engagement letters, e-signatures, data entry, deduplication, cleanup, and import/export mapping • Draft, format, proofread, and file legal correspondence, memos, pleadings, motions, discovery documents, and proofs of service • Organize case files with naming, version control, redaction, indexing, and retention • Conduct legal and factual research using Westlaw or LexisNexis and summarize findings in research memos • Support litigation and trial preparation, including discovery tracking, exhibits, Bates numbering, deposition summaries, and trial binders • Coordinate with court reporters, process servers, interpreters, and expert witnesses • Provide virtual support during hearings, depositions, and client meetings, including setup, exhibit sharing, and note-taking • Build spreadsheets for case, deadline, and expense tracking, including basic analysis • Provide light billing support through time entry, expense coding, and invoice preparation • Use approved AI tools for document summaries, first-pass correspondence, research organization, reminders, intake, and follow-ups • Protect privileged, personal, and financial information and refer legal judgment or advice questions to the attorney

🎯 Requirements

• 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 drafting and filing legal documents • 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 • Proficiency in Google Workspace and Microsoft Office • 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 • Experience with at least one project management platform such as Trello, Asana, ClickUp, Notion, or Monday.com • Experience with legal calendaring and scheduling tools such as Calendly or Acuity • 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 • Ability to manage high-volume inboxes, complex calendars, and travel remotely • Proficiency in Excel and Google Sheets, including imports, exports, and basic data analysis • General AI literacy and comfort using AI tools, with understanding of privileged and client data restrictions • Preferred: paralegal certification or paralegal experience • Preferred: experience with iManage or NetDocuments, DocuSign or PandaDoc, secure client portals, redaction tools, time-entry and invoicing systems, virtual depositions and hearings, workflow automation, and AI-assisted workflows • A degree is not required; candidates without a degree should hold at least one relevant certification, such as a paralegal certificate, NALA Certified Paralegal credential, NALS credential, Clio certification, administrative professional certification, or equivalent • Must be available between 8 a.m. and 5 p.m. Monday through Friday in the candidate’s time zone

🏖️ Benefits

• Independent contractor (1099) arrangement • Remote work • Contractor community and regular calls with clients and fellow contractors • Regular all-company virtual gatherings • Continued learning and professional growth opportunities

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