Position Overview
A reputable law firm is seeking a detail-oriented and proactive Remote Administrative Assistant to join our team. The ideal candidate will provide high-level administrative support to attorneys and paralegals from a virtual environment. This role requires strong organizational skills, discretion, and the ability to thrive in a fast-paced legal setting. The candidate must be comfortable using various digital communication tools and working with minimal in-person supervision.

Key Responsibilities
Virtual Reception & Communication
Serve as the primary point of contact for clients and external parties via phone, email, and virtual meeting platforms.
Answer and route calls, respond to inquiries, and ensure messages are delivered to the appropriate personnel promptly.
Monitor firm-wide email inboxes and handle general inquiries or forward them to the correct team member.
Administrative Support
Prepare, format, and edit a variety of documents, including correspondence, reports, and legal filings.
Organize and schedule virtual meetings, client appointments, and internal team calls using video conferencing tools (e.g., Zoom, Microsoft Teams).
Assist attorneys in scheduling court dates, depositions, and other legal engagements—coordinating virtually with courts and opposing counsel as needed.
Digital Document Management
Maintain and organize electronic legal files, ensuring documents are stored securely and are easily accessible.
Track case-related deadlines and maintain a digital reminder system (e.g., calendar alerts or case management software).
Review documents for accuracy and completeness before submission or distribution, and ensure proper naming conventions for easy retrieval.
Client Coordination
Communicate with clients regarding appointments, updates, and document requests through phone, email, or secure client portals.
Facilitate the intake process for new clients by sending and collecting necessary paperwork, ensuring accuracy and completeness.
Collaborate with attorneys to ensure client needs and concerns are addressed promptly in a virtual setting.
Billing and Invoicing Support
Utilize legal billing software (e.g., Clio, QuickBooks) to process invoices, reconcile time entries, and manage payment tracking.
Coordinate with the accounting team to address any billing discrepancies or client inquiries about invoices.
Remote Office Coordination
Order and track office supplies needed by remote staff; coordinate deliveries as required.
Maintain compliance with firm policies and procedures, ensuring confidentiality of sensitive information at all times.
Use project management or collaboration tools (e.g., Asana, Trello, Slack) to stay organized, coordinate tasks, and keep team members informed.

Qualifications
Education & Experience
High School Diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
1–2 years of administrative experience, preferably in a law firm or legal setting (remote experience a plus).
Technical Skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Comfortable using remote communication tools (Zoom, Microsoft Teams, Slack) and electronic document management systems.
Basic understanding of legal terminology and processes is highly desirable.
Soft Skills
Exceptional written and verbal communication skills with strong attention to detail.
Ability to prioritize multiple tasks, meet deadlines, and adapt to changing priorities in a virtual environment.
Strong organizational, problem-solving, and time-management skills.
High degree of professionalism and discretion in handling sensitive client information.

Personal Attributes
Self-motivated and able to work independently with minimal supervision.
Technologically savvy, with the ability to troubleshoot minor technical issues.
Resourceful and proactive in identifying and addressing challenges in a remote setting.
Committed to maintaining client confidentiality and data security.