- Salary
- $2k – $2k/mo
- Location
- South Africa
- Workplace
- Remote
- Department
- Virtual Assistant / Full - Time
- Experience
- 3+ years
- Source
- Lever
Description
We are a staffing agency hiring on behalf of a firm seeking a Legal Assistant with at least three years of experience supporting a business or corporate attorney in the United States.
This role combines substantive corporate support (entity formation and maintenance, governance documents, contract preparation, and closing coordination) with day-to-day file, calendar, billing, and administrative management for the firm's attorneys and clients. The ideal candidate works with precision, exercises sound independent judgment, and is comfortable managing competing deadlines withminimal supervision.
Job Responsibilities
Attorney & Matter Support
- Open, organize, and maintain client and matter files across all case management systems.
- Draft, proofread, and format correspondence and routine corporate documents for attorney review (e.g. written consents, resolutions, NDAs, entity formation and qualification filings, cover letters).
- Prepare and maintain corporate minute books, cap tables, and entity records.
- Track and calendar filing deadlines, closing schedules, and corporate compliance dates (annual reports, registered agent renewals, license renewals).
- Create calendar invites; monitor and audit attorney calendars for conflicts and gaps.
- Coordinate document execution via e-signature platforms and manage signature pages and closing sets.
- Run document comparisons/redlines and flag inconsistencies or open issues for attorney review.
- Document meeting notes and action items; maintain the firm's task management system.
- Input and maintain accurate records in the case/matter management database.
- Perform filing and recordkeeping for physical and electronic files.
Client Interaction
- Prepare and issue client invoices; follow up professionally on outstanding balances.
- Share files and documents securely with clients and outside counsel.
- Serve as a client-facing point of contact for routine file, scheduling, and document requests.
Administrative Support
- Answer and direct phone calls to the appropriate attorney or team member.
- Conduct brief intake on prospective clients and matters, as needed.
- Coordinate with vendors on mail, packages, and courier services; process incoming mail.
- Label and organize electronic files consistent with firm naming conventions.
- Enter firm and client expenses; support accurate billing and timekeeping.
- Manage attorney calendars and coordinate travel arrangements (hotel/airline), as needed.
- Provide administrative backup to other team members (data entry, filing, paperwork) as needed.
- Provide timely, reliable follow-through on assigned responsibilities without prompting.
- Manage legal documentation and correspondence in strict confidence.
- Identify and implement improvements to administrative workflows.
- Manage records retention, including storage and retrieval.
- Perform other related duties as assigned.
Required Skills & Experience
- Minimum of 3 years of experience supporting a business or corporate attorney (or attorneys) at a U.S. law firm, in-house legal department, or comparable setting.
- Working familiarity with corporate governance documents and terminology (e.g., operating agreements, bylaws, resolutions, stock/membership certificates, formation and qualification filings).
- Excellent attention to detail and accuracy, particularly in proofreading and reviewing legal and corporate documents.
- Excellent organizational and time management skills, with a proven ability to manage multiple deadlines independently.
- Strong analytical and problem-solving skills, with sound judgment about when to resolve an issue directly versus escalate to an attorney.
- Exceptional written and verbal communication skills; fluent in English.
- Excellent interpersonal and client-service skills; professional and courteous under pressure.
- Ability to work independently and function well in a fast-paced, deadline-driven environment.
- Familiarity with law firm operations and the legal environment generally.
- Proficient with Microsoft Office (Word, Excel, Teams, OneDrive, Planner) and Google Workspace, including formatting Word documents and managing data in Excel.
- Experience with document comparison/redlining tools (e.g., Word Compare, Workshare, Litera, or similar).
- Experience with e-signature platforms (e.g., DocuSign or similar).
- Comfort with basic bookkeeping, invoicing, and collections follow-up.
- Familiarity with Clio/Adobe PDF.
- Working knowledge of legal billing and timekeeping practices.
- Able to conduct basic legal and business research.
- Able to work full-time, core business hours of 9:00 a.m.–5:00 p.m. CST (subject to review after 3 months); the team also includes EST and PST coverage.
- Reliable home office setup and equipment to work remotely.
Preferred Qualifications
- Experience supporting mul,ple attorneys concurrently in a law firm se5ing.
- Familiarity with entity/corporate compliance management software.
- Familiarity with QuickBooks
- Experience in healthcare, wellness, or another regulated-industry legal practice
- Familiarity with Canva and Go High Level (not required, but a plus).
- Able to learn new software tools quickly
Skills
ExcelQuickBooksCompliance
