How to Hire a Virtual Assistant for Law Firms

The first time I tried hiring a VA for a law-firm workflow, I treated it like hiring admin help anywhere else: “Manage the inbox, schedule calls, keep cases moving.”

Within a week, I realized law firms are different for one big reason: a small mistake isn’t just “oops”; it can become an ethics, confidentiality, or unauthorized-practice issue. So I rebuilt the role from the ground up around supervision, access control, and crystal-clear boundaries.

Here’s the approach I’d follow now if I were hiring a virtual assistant for a law firm.

What I actually delegate to a VA in a law firm (and what I don’t)

When I do this right, a VA becomes the person who keeps the practice smooth, not the person who makes legal judgments.

Tasks I’ve found to be VA-safe and high-impact

• Client intake logistics: routing inquiries, sending intake forms, confirming appointments
• Calendar + scheduling: court dates (from attorney-provided info), consults, reminders, reschedules
• Case management hygiene: updating Clio/MyCase/PracticePanther tasks, due dates, and notes (from instructions)
• Document formatting: converting to PDF, renaming, bundling exhibits, pagination, table of contents
• Billing ops support: invoice follow-ups, receipt collection, payment links (no negotiation/waivers)
• Operations: vendor coordination, supplies, travel, time entry cleanup (for attorney review)

Tasks I keep out of VA hands (unless tightly supervised)

• Anything that sounds like legal advice
• Drafting substantive pleadings/briefs without attorney direction and review
• Explaining legal strategy to clients
• Anything that could cross into unauthorized practice of law in your jurisdiction

Practical takeaways

• I delegate workflow and organization, not legal judgment.
• If I can’t explain “done” in one checklist, it’s not a VA task yet.
• Anything client-facing gets a script + escalation rule.

The non-negotiables: confidentiality, supervision, and UPL boundaries

This is the part I wish I had formalized on day one.

• Confidentiality: Lawyers have a duty not to reveal client information (with limited exceptions), and that obligation extends to how information is handled inside your systems.
• Supervision: Lawyers must make reasonable efforts to ensure nonlawyer assistants’ conduct is compatible with professional obligations, and lawyers can be responsible for what nonlawyers do under their authority.
• Unauthorized practice: Lawyers must not assist others in the unauthorized practice of law.
• Outsourcing is allowed (with guardrails): the ABA has guidance that outsourcing legal/nonlegal support can be ethical when the lawyer remains responsible and complies with supervision obligations.

Practical takeaways

• I put these boundaries in the job post, SOPs, and onboarding.
• I built an escalation path so the VA never feels pressured to “answer like a lawyer.”
• If you’re unsure about your jurisdiction’s rules, treat this as general info and check your state bar guidance.

Step 1: Pick the right “law-firm VA lane” (this is what makes it stick)

I don’t hire a “general VA” for a firm anymore. I hire into one lane:

1) Intake & Reception VA

Best when calls/leads are slipping, and consult scheduling is chaotic.

Owns: responding to new inquiries, sending intake forms, booking consults, reminders, and follow-ups.

2) Legal Admin / Practice Ops VA

Best when attorneys are drowning in coordination.

Owns: calendar, task lists, file naming, document prep/formatting, case-management updates.

3) Billing & Collections Support VA

Best when cash flow is fine “on paper,” but invoices lag.

Owns: invoice nudges, payment links, receipts, spreadsheet tracking (no legal fee advice).

Practical takeaways

• One lane → faster onboarding → fewer mistakes.
• Intake + ops is the quickest “time back” for most small firms.
• Billing support works best when you already have a clear policy.

Step 2: Write a scorecard (not a vague job description)

This is the document that stopped my “hire, hope, and panic” cycle.

Scorecard example (Legal Admin / Practice Ops VA)

30-day outcomes

• Calendar is accurate (deadlines/appointments) with a clear confirmation process
• The case-management board is updated daily; blockers are flagged early
• Documents are consistently formatted/named/filed using firm rules

Must-have

• Detail-oriented (dates, names, versions)
• Comfortable with SOPs + checklists
• Strong written communication and calm escalation

Hard boundaries

• No legal advice to clients
• Client communications follow scripts/templates
• Access is role-based and limited

Practical takeaways

• Outcomes make performance measurable without micromanaging.
• “Hard boundaries” protect both you and the VA.
• A VA who loves checklists is gold in a law firm.

Step 3: Interview for judgment (law firm work is edge-case heavy)

In interviews, I ask scenarios that reveal whether someone will stay in their lane:

• “A client asks, ‘Do I have a case?’ What do you do?”
• “You spot a deadline that looks inconsistent. How do you flag it?”
• “A client is emotional and demands an answer right now. What’s your response?”
• “You don’t have access to a file you need. How do you proceed?”

What I want to hear: clarify → follow policy → escalate with context.

Practical takeaways

• I’m hiring for judgment and communication, not bravado.
• The best candidates escalate early and clearly.
• If someone improvises legal-sounding answers, I pass.

Step 4: Use a paid test task that mirrors real firm workflows

I keep the test task non-substantive but realistic (45–60 minutes):

Give them

• A mock intake email + a scheduling request
• A document set that needs renaming/organizing into folders
• A checklist for “how we file things”

Ask for

• A drafted reply using your template
• A scheduled consult confirmation (with timezone + reminders)
• A “what’s missing / what’s unclear” note

Practical takeaways

• Paid tests show how they handle instructions and ambiguity.
• I’m watching for accuracy (names, dates, attachments).
• Their “questions they ask” matter as much as their output.

Step 5: Onboard like security matters

The onboarding I use now has two tracks: tools + guardrails.

My onboarding essentials

• Signed NDA + confidentiality acknowledgement
• Role-based access (least privilege), MFA, no passwords in chat
• Where tasks live (one system), where files live (one system)
• Client communication rules: scripts + approval thresholds
• Daily cadence: start-of-day priorities + end-of-day “open loops”

Practical takeaways

• Most VA failures in law firms are access + expectations failures.
• One task system prevents “lost work” and “I never saw that.”
• Cadence reduces attorney mental load immediately.

Common mistakes I’ve learned to avoid

• Hiring “someone who can do everything” (they’ll end up doing the wrong things)
• Letting the VA answer legal questions to “be helpful” (lane drift happens fast)
• Giving broad system access on day one (it’s not faster; it’s riskier)
• No supervision rhythm (lawyers remain responsible for nonlawyer assistance)

Practical takeaways

• Over-communicate boundaries early, then relax carefully over time.
• Restrict access first; expand access after trust + competency.
• Weekly review beats daily firefighting.

Summary: The safest, most effective way I’d hire a law-firm VA

If I were doing this today, I’d hire a VA the way I build a good legal workflow: clear scope, tight guardrails, and consistent supervision. I’d pick one lane (intake, ops, or billing), define 30-day outcomes, run a paid test task, and onboard with confidentiality-first access. That’s how you get real leverage: more time for attorneys, smoother client experience, and fewer “uh-oh” moments that can turn into ethics or confidentiality problems.