Virtual Legal Administrative Assistant

About the Role

We are seeking a detail-oriented Virtual Legal Administrative Assistant to support a busy solo law practice in New York. The attorney currently works with a paralegal who handles billable legal work; this role is dedicated to administrative tasks so that the paralegal can focus exclusively on billable hours.

The successful candidate will become the backbone of day-to-day administration — managing billing entries, scheduling, correspondence, and file management across multiple platforms. Training materials (screen recordings) will be provided for proprietary systems.

Key Responsibilities

Billing & Time Entry

•Enter billing entries into Clio (case management system)

•Enter time into the New York State court-appointed voucher system, including time-stamped, description-based entries required for court matters

•Process billing contemporaneously to keep the firm's invoicing current

Matter Management

•Open and close client matters in Clio and the NY State voucher system

•Load and organise relevant documents; save to OneDrive

Correspondence

•Draft routine client correspondence (e.g. retainer returns, payment confirmations)

•Send and manage emails via Outlook on behalf of the attorney

Scheduling & Calendar Management

•Schedule client calls and appointments in block time

•Assist with setting up and maintaining a Calendly account

Software Requirements

Candidate Requirements

•Strong attention to detail with high data entry accuracy

•Professional written communication skills in English

•Comfortable working independently and learning new systems via video training

•Reliable home office setup with stable internet connection

•Ability to work Eastern Standard Time business hours

•Spanish language skills (advantageous but not required)