Virtual Assistance & Operations
Legal Virtual Assistant
Client intake, document prep support, and matter admin for small law firms.
Who this is for
- Solo attorneys
- Small law firms
- Immigration and family practices
- Consultants handling contracts
Problems solved
- - Intake enquiries go cold
- - Matter files are disorganised
- - Billing reminders never go out
- - Partner time spent on formatting
What I handle
Intake enquiry response and consultation booking
Conflict-check questionnaire collection
Matter folder structure and file naming discipline
Document formatting and template assembly
Deadline and court-date calendar reminders
Invoice sending and payment follow-up
Deliverables
- ✓ Intake log with outcomes
- ✓ Organised matter files by naming standard
- ✓ Weekly deadline calendar
- ✓ Outstanding invoice report
Tools
Clio / practice managementGoogle WorkspaceDocuSignQuickBooksNotion
Process
- 01Standardise
Agree the intake script, file structure, and naming rules.
- 02Templates
Build reusable letter, engagement, and follow-up templates.
- 03Run
Handle intake, scheduling, filing, and billing follow-up daily.
- 04Report
Weekly summary of intakes, deadlines, and receivables.
Example workflows
- - Enquiry: respond, qualify, book consultation, open file
- - Matter open: folder, checklist, key dates in calendar
- - Monthly: invoice run and payment chasing
KPIs I track
Intake response timeConsultations bookedFiles meeting naming standardDays sales outstanding
Frequently asked
Do you give legal advice?
Never. I handle administrative and coordination work only. All legal judgment stays with the attorney.
How do you handle confidentiality?
NDA before access, least-privilege permissions, and no storage of client files outside your systems.
Can you chase unpaid invoices?
Yes, with polite scheduled reminders and an escalation list for you to review.
Related
Related services
Ready to hand this off?
Tell me a little about your team and this workstream - I'll come back with fit and a starting plan.