Do you ever feel like administrative tasks are constantly pulling you away from your core legal work? Imagine having a skilled legal assistant readily available but without the need for dedicated office space. That's the power of a virtual legal assistant (VLA). 

In this post, we'll explore how a VLA can transform your practice, covering the benefits of hiring one, key considerations when searching for the perfect fit, and valuable tips for working effectively with your virtual legal assistant. 

What is a virtual legal assistant?

A virtual legal assistant is a remote professional who provides administrative, technical, and legal support for lawyers or law firms. They essentially function just like an in-house legal assistant, but they do it all remotely.

Think of them as an extension of yourself, handling the time-consuming tasks you just don't have time for. Scheduling appointments, managing client communication, and performing legal research — they take care of it all, so you can focus on your core legal work. 

While VLAs often possess a strong understanding of legal terminology and procedures, and some may even hold certifications as paralegals, it's important to remember they’re not licensed attorneys. They cannot provide legal advice, but their expertise can significantly enhance your practice's efficiency.

Common duties of a virtual legal assistant

A virtual legal assistant doesn't just handle administrative tasks and legal support (although they excel at those!). For small law firms, a VLA can also handle some of the sales and marketing burdens, freeing you up to focus on your clients.

Here are the key responsibilities you can offload to your legal virtual assistant:

• Appointment booking and reminders: Your VLA schedules client meetings, court appearances, and consultations while sending automated reminders to reduce no-shows. This includes coordinating across multiple calendars and managing time-zone differences for remote consultations.
• Client communication (phone calls, emails, and SMS): VLAs serve as your first point of contact, handling incoming calls, responding to emails, and managing text messages. They ensure clients receive timely responses while filtering urgent matters that require your immediate attention.
• Lead qualification and client intake: Your VLA conducts initial consultations with potential clients, gathering case details and assessing whether matters align with your practice areas. This screening process ensures you spend time only on qualified prospects who match your firm's expertise and capacity.
• Project management: VLAs track case deadlines, coordinate with expert witnesses, manage discovery timelines, and ensure all parties meet critical dates. They maintain oversight of multiple matters simultaneously, preventing scheduling conflicts and missed deadlines.
• Website management and social media posting: Your VLA updates your firm's website with recent case results, blog posts, and attorney profiles while managing social media accounts. This consistent online presence helps attract new clients and establish your firm's thought leadership.
• Client billing and bookkeeping: VLAs prepare invoices, track billable hours, process payments, and follow up on outstanding balances. They maintain organized financial records that simplify tax preparation and provide clear visibility into your firm's revenue streams.
• Legal research: Your VLA conducts preliminary case law research, statute reviews, and regulatory compliance investigations. While they cannot provide legal analysis, they gather and organize relevant authorities that inform your legal strategy.
• Document preparation (as permitted by your state): VLAs draft routine legal documents, correspondence, and pleadings under attorney supervision. They ensure that documents are properly formatted, include required attachments, and meet court filing requirements.
• Calendar management and scheduling coordination: Your VLA maintains your schedule, blocks time for case preparation, coordinates depositions, and manages conflicts between competing commitments. They ensure you have adequate preparation time before hearings and client meetings.
• E-filing and court document submissions: VLAs handle electronic filing with federal and state courts, ensuring documents comply with technical requirements and meet deadlines. They track confirmation receipts, monitor docket entries, and alert you to any filing issues requiring immediate attention.

Why hire a virtual legal assistant?

Feeling overwhelmed by administrative tasks and struggling to find enough billable hours to turn a profit? According to the Clio Legal Trends Report, attorneys bill only 2.6-2.9 hours per day, with 62-67% of their time consumed by non-billable activities.

Virtual legal assistants can be the solution you've been searching for. Here are some benefits of hiring a virtual legal assistant:

Cost-effectiveness

According to Bureau of Labor Statistics data, employing a median-level paralegal costs approximately $95,000-$100,000 annually, including salary, taxes, benefits, and overhead. Virtual legal assistants eliminate these fixed costs — you pay only for hours worked without office space, equipment, or benefit expenses, making professional legal support accessible even for solo practitioners operating on tight budgets.

Flexibility and scalability

Virtual legal assistants adjust to your caseload fluctuations — increase their hours during trial preparation or busy filing periods, scale back when matters settle. This eliminates the complexity of layoffs or reduced hours for full-time staff while enabling access to talent across different time zones for work that continues outside your local business hours.

Increased efficiency and productivity

Offloading administrative duties to your VLA reclaims time for revenue-generating legal work. Instead of hours spent on appointment scheduling, document formatting, or intake forms, you focus on case strategy, client counseling, and courtroom advocacy — the substantive legal work that requires your expertise and commands premium billing rates.

Improved client experience

Virtual legal assistants ensure clients receive prompt, professional communication throughout their engagement. According to Law Leaders' industry analysis, U.S. law firms lose approximately $109 billion annually from missed calls. VLAs respond immediately, email within hours, and maintain consistent communication, building client confidence in your firm's responsiveness.

Focus on billable hours

With routine tasks delegated to your VLA, you maximize billable activities throughout your workday. Your VLA handles time-consuming non-billable work — calendar management, billing preparation, research organization — freeing you to concentrate exclusively on client matters that generate revenue and improve profitability without requiring longer hours.

What to consider when looking for a virtual legal assistant

Think a virtual legal assistant might be for you? Here are a few things you should consider when looking to hire one for yourself or your firm.

Your needs

Start by inventorying tasks currently consuming your valuable time — scheduling appointments, managing client communication, and calendar coordination. Evaluate your legal workload to determine whether you need assistance with legal research, case preparation, or drafting documents. 

Consider needs beyond traditional legal tasks, such as managing social media channels, creating content, or responding to online reviews. This assessment helps you identify the specific qualifications and experience levels required for your virtual legal assistant.

Skills and experience

Prioritize virtual legal assistants with industry-recognized certifications such as the NALA Certified Paralegal (CP®) — the only paralegal certification accredited by the NCCA and recognized by the ABA — or NFPA paralegal credentials. 

These certifications verify competency across ethics, legal knowledge, research, technology proficiency, and writing. 

According to the 2024-2025 ABA Legal Technology Survey, 73% of law firms use cloud-based legal tools, underscoring the importance of technology proficiency. A qualified VLA should demonstrate excellent communication skills, proficiency in legal terminology, and experience in your specific practice area.

Availability and reliability

A reliable and responsive virtual legal assistant is essential for maintaining practice continuity. Consider the VLA's availability during your typical business hours, especially when coordinating across time zones. 

Establish expectations upfront regarding communication methods, response times, and protocols for urgent matters. During the interview process, ask about their experience managing multiple tasks simultaneously and their approach to staying organized under deadline pressure. Look for evidence of a strong work ethic and a consistent commitment to meeting deadlines.

Compatibility with your workflow

Seamless integration between your virtual legal assistant and your existing workflow is essential to a successful working relationship. Here are some key factors to consider:

• Communication tools: Discuss the VLA’s comfort level with your preferred communication methods. Do you primarily use email, instant messaging platforms like Slack, or a combination of both? 
• Project management platforms: Many law firms rely on project management software like Clickup or Basecamp to streamline tasks, track deadlines, and collaborate with team members. If you use a specific platform, find a VLA who is comfortable navigating and utilizing it effectively.
• File-sharing methods: Law firms often deal with sensitive documents. Ensure the VLA understands your preferred file-sharing methods and utilizes secure platforms approved by your firm for data transfer.

• Technical skills: While in-depth technical knowledge may not be required, a basic understanding of common legal software and technology can be beneficial. This could include familiarity with legal research databases, case management software, and electronic filing systems.

By taking these factors into account, you can ensure a smooth transition and maximize the efficiency of your virtual legal assistant.

Data security and confidentiality

The sensitive nature of legal work demands prioritizing data security and confidentiality. According to ABA Formal Opinion 498 (2021) and ABA Model Rules 1.6 and 5.3, attorneys must implement robust security measures when working with remote assistants. Reputable VLA services conduct thorough background checks and verify certifications. 

Ensure legally binding NDAs are in place — ABA Formal Opinion 08-451 requires client consent when confidential information will be disclosed to remote providers. California State Bar Opinion 2023-208 mandates multi-factor authentication for remote legal work. 

Verify the VLA uses encrypted communication channels, maintains secure data backups, and receives ongoing training on security protocols.

Tips for collaborating with a virtual legal assistant

Unlocking the full potential of your virtual legal assistant requires effective collaboration. Let's delve into some key strategies to maximize your collaboration and avoid any concerns about working with a VLA.

Build a positive working relationship

Take the time to get to know your virtual legal assistant and build rapport. A positive working relationship can lead to greater collaboration, productivity, and satisfaction for both parties.

Building rapport with your VLA doesn't require extensive time commitments. Consider scheduling a brief virtual coffee chat to get to know each other on a personal level. Encourage them to share their areas of expertise and interests. 

Providing positive feedback and recognition for their accomplishments also goes a long way in building trust and a strong working relationship.

Provide detailed instructions

When assigning tasks, go beyond just outlining the specific actions. Providing context about the overall goal or case will allow your virtual legal assistant to grasp the bigger picture. 

Include clear instructions, deadlines, relevant guidelines or templates, and your expectations for the final deliverable. This level of detail helps the VLA anticipate your needs and deliver high-quality work efficiently.

Set clear expectations

Clearly communicate your expectations regarding quality, turnaround time, and any other relevant factors. Ensure your virtual assistant understands what success looks like for each task or project.

Setting clear expectations doesn't have to be a complex process. Here are a couple of strategies to ensure you and your VLA are on the same page:

• Provide written instructions: Don't rely solely on verbal communication. Create a document outlining task details, deadlines, and expectations. This serves as a reference point for both you and your VLA.
• Utilize project management tools: Many project management platforms allow you to assign tasks, set deadlines, and track progress. This fosters transparency and keeps everyone aligned.
• Schedule regular check-ins: Regular communication is key. Brief check-ins allow you to clarify any questions your VLA may have and ensure they're on track to meet deadlines.

Provide necessary resources

Equip your virtual legal assistant with access to the tools, documents, and information they need to complete their tasks efficiently. When doing so, consider the following:

• Software access: Provide login credentials for any software programs they'll need to use regularly, such as case management software, document automation tools, or legal research databases.
• Document sharing: Grant access to relevant case files, templates, and reference materials through a secure file-sharing platform.
• Communication channels: Ensure your VLA has access to the communication channels you prefer, such as email, instant messaging platforms, or project management tools.

Establish clear and open communication 

Foster an environment of open communication where your virtual legal assistant feels comfortable asking questions or seeking clarification. Regular check-ins are crucial — discuss progress, address any concerns, and provide constructive feedback.  

Establish clear communication channels (email, instant messaging) and define preferred times for contact to avoid misunderstandings. Consider using project management tools to keep everyone on the same page, track deadlines, and ensure that tasks move forward smoothly.

Smith.ai’s virtual receptionists can support your legal teams

It's important to remember that virtual legal assistants aren't a one-size-fits-all solution. For some law firms, the sheer volume of communication and administrative tasks may necessitate additional support.  

Smith.ai offers virtual receptionists who specialize in handling communication and administrative tasks for law firms, including appointment booking, client intake, sales outreach, and more.

By combining a virtual assistant for attorneys with a virtual receptionist service like Smith.ai, you create a powerful support system that allows you to increase speed to lead, improve client relations, and offload a significant amount of administrative work to free you up for more billable time.

Book a free consultation to learn more about how Smith.ai can help your law firm grow.