10 tasks law firms can delegate to Virtual Legal Assistants

A law firm operates best when attorneys are focused on legal outcomes, not operational tasks. As firms grow, so does the volume of activity that supports the practice, scheduling, drafting, intake, coordination, and follow-up.

Virtual legal assistants are the solution high-performing firms use to keep workflows sharp and resources aligned. These professionals step in with precision, handling essential responsibilities that maintain momentum across every case.

This guide outlines 10 key functions that law firms delegate to virtual legal assistants. Each one is a lever for efficiency, helping you improve output, reduce pressure on your team, and deliver a consistently high standard of client service.

1. Client Intake and Initial Contact

Bringing in the right clients starts with handling inquiries the right way. Virtual legal assistants play a central role in managing this early touchpoint,  answering initial questions, gathering key information, and scheduling consultations with precision and consistency.

Rather than pulling attorneys into every new conversation, your assistant filters and qualifies leads based on firm criteria. This ensures that partners and associates spend time only on prospects who match your services, timelines, and expectations.

A well-run intake process also improves response time, strengthens your reputation, and prevents valuable opportunities from slipping through the cracks, all while freeing your team to focus on legal strategy and client outcomes.

2. Legal Research and Case Law Support

Thorough research is the foundation of any strong legal strategy, but it also consumes valuable attorney hours. A virtual legal assistant trained in legal research can manage this process efficiently by reviewing case law, identifying relevant statutes, and summarizing key rulings based on your guidance.

Instead of starting from scratch, your team receives organized, actionable research that accelerates drafting, sharpens arguments, and reduces bottlenecks in case preparation. This not only saves time, but also ensures that every case benefits from timely, well-structured insights aligned with your legal objectives.

3. Document Drafting and Legal File Preparation

Legal documents are the backbone of every matter and they demand accuracy, speed, and consistency. A virtual legal assistant can support your team by drafting contracts, pleadings, motions, and discovery requests using approved templates and firm standards.

With the right systems in place, your assistant handles first drafts and formatting with precision, reducing the need for attorney rewrites and ensuring court compliance and client alignment. 

This level of support helps your team maintain momentum, meet critical deadlines, and keep high-volume caseloads under control without compromising on quality.

4. Calendar Coordination and Deadline Management

Precision in scheduling is essential for any law firm. Court appearances, client meetings, filing deadlines, and internal reviews all need to run like clockwork. A virtual legal assistant ensures nothing gets missed by managing your calendar with attention to detail and proactive coordination.

They align schedules across attorneys, clients, courts, and third parties, reducing reschedules, missed deadlines, and administrative friction. Delegating calendar management helps your team stay organized, present, and prepared, without the constant context switching that drains focus and time.

5. E-Filing and Case Management Support

Electronic filing is now standard across many jurisdictions  and accuracy, timing, and system familiarity matter. A virtual legal assistant can manage the full e-filing process, ensuring submissions are properly formatted, filed on time, and tracked through the appropriate court systems.

Beyond filing, they maintain digital case records, update case tracking software, and organize supporting documents in structured systems. This creates visibility across the team and ensures attorneys have immediate access to the information they need, without wasting time searching or following up.

6. Billing Operations and Invoicing Accuracy

Consistent billing is essential to firm stability  and small delays or errors can impact cash flow. A virtual legal assistant helps streamline your billing cycle by tracking billable hours, preparing invoices, reconciling time entries, and following up on outstanding payments.

They also ensure alignment with client agreements, flag discrepancies, and keep your billing platform current and organized. By removing this administrative load from your attorneys, you create space for more client-focused work, while maintaining a steady, predictable revenue rhythm.

7. Case Evidence Organization and Litigation Support

Litigation generates high volumes of data, from transcripts and discovery files to exhibits and deposition records. A virtual legal assistant helps manage this complexity by labeling, indexing, and organizing all evidence-related materials into structured, searchable formats.

They also support the litigation process by preparing interrogatories, drafting document requests, and summarizing key testimony or filings. This level of backend support keeps attorneys focused on strategy and argumentation, not administration, ensuring no critical detail gets missed as the case moves forward.

8. Client Communication and Ongoing Follow-Up

Ongoing client communication is essential to trust and retention, but it can easily fragment an attorney’s day. A virtual legal assistant helps manage these interactions by handling follow-ups, sending reminders, providing case updates, and responding to routine inquiries with speed and professionalism.

This consistent point of contact keeps clients informed and supported without requiring attorneys to break focus or context-switch throughout the day. The result is a better client experience and a more efficient legal operation.

9. Marketing Execution and Content Management

A strong online presence is essential for client acquisition, but most legal teams don’t have time to manage content calendars or campaign execution. A virtual legal assistant with marketing experience can support these efforts by updating your website, scheduling blog posts, managing email newsletters, and maintaining a consistent social media presence.

They help ensure your content is aligned with brand voice and optimized for search, allowing your firm to stay visible and professional online without stretching internal bandwidth.

10. File Organization and Legal Transcription

Accurate recordkeeping underpins compliance, continuity, and legal readiness. A virtual legal assistant supports file management by organizing cloud-based storage, naming documents according to firm protocols, and setting secure access controls for internal and external users.

They also handle transcription of dictated notes, depositions, and hearing recordings, ensuring critical information is captured, searchable, and easily retrievable when needed. This level of organization streamlines collaboration, reduces administrative friction, and reinforces the reliability of your case records.

Free Your Legal Team to Focus on What Matters Most

Delegating operational work is no longer a tactical decision, it’s a strategic one. Law firms that want to protect attorney time, reduce overhead, and deliver consistently high-quality service are building support systems that scale. Virtual legal assistants are at the core of that shift. They don’t just take tasks off your plate, they improve how your firm functions, end to end.

The key is structure. When delegation is intentional, with the right systems, tools, and expectations in place, a virtual legal assistant becomes a true extension of your team. They bring order to intake, speed to document prep, discipline to billing, and consistency to client communication, all without adding headcount or sacrificing control.

At GlobalTeam, we’ve helped law firms of all sizes streamline their operations by embedding high-performing assistants into their daily workflows. Every hire goes through our proprietary 13-Step Global Hiring Process™ and is GlobalTeam Verified™, giving you access to remote professionals who work with precision, discretion, and reliability.If you’re ready to run leaner, move faster, and free your team to focus on the work that matters most, we’re here to help. Book your free consultation here and we’ll show you exactly how to make it work.

Frequently Asked Questions About Hiring a Virtual Legal Assistant