Legal Assistant/ VA

Job Posting – Virtual Assistant (Legal Intake & Automation)
Oct 22, 2026 ----------
Job title: Legal Virtual Assistant – Client Intake, Lead Follow-Up & Automation Type: Part-time, with the potential to become full-time; long-term, remote Platform: OnlineJobs.ph
About us and the role

Tarantino Law is a small, growing law firm in North Carolina, USA. We help families and business owners with estate planning, business law and probate administration. Our clients find us through seminars, referrals, networking and our website, and every new inquiry deserves a fast, warm, professional response.

We are looking for a detail-oriented, tech-savvy Virtual Assistant to own our intake and lead follow-up process and help us build smarter systems. You will support our attorney and paralegal day-to-day, and you will help us use automation and AI tools to save time across the firm. This role starts part-time, with the potential to become full-time as our firm grows. It is a long-term role for someone who wants to grow with a small team.

What you will do
Client intake and data entry

• Enter new leads and intake information accurately into our practice management software (MyCase)
• Create and update contact records, intake forms, matters, tasks and notes
• Check new records for missing or duplicate information and keep the data clean
• Organize and file documents in the right client folders

Lead follow-up

• Follow up promptly and consistently with every lead, including seminar attendees, referrals, networking contacts and website inquiries, by email , text and phone using our templates and schedule
• Track every lead's status so no inquiry falls through the cracks
• Manage seminar leads from start to finish: enter sign-in sheets and registrations accurately, send thank-you and follow-up messages within 24 hours, and book consultations with interested attendees
• Record each lead's source (seminar, referral, networking group, website) and follow-up history in detail
• Schedule consultations on the attorney's calendar and send confirmations and reminders
• Re-engage leads who went quiet, and request reviews from satisfied clients
• Give the attorney and paralegal a short weekly report on lead status and conversions

Attorney and paralegal support

• Help the attorney and paralegal follow up on open leads and pending client items
• Manage task lists, deadlines and reminders inside our software
• Draft routine email s, letters and client communications for review
• Prepare client folders and gather documents before consultations and signings

Automation, processes and AI

• Build and improve automations for intake, follow-up sequences, reminders and reporting
• Use AI tools (such as Claude or ChatGPT) to draft, summarize and speed up routine work
• Connect our tools with platforms like Zapier or Make where it saves time
• Write clear step-by-step SOPs (standard operating procedures) for every process you build or touch
• Suggest ways to save time and remove manual work across the firm

Other support (as needed)

• Schedule social media posts and help with simple marketing tasks (Canva, Buffer)
• Help with networking follow-ups, thank-you notes and referral tracking
• Light inbox and calendar management

Tools you will use
Experience with these is a plus. We will train you on the ones you don't know.
Area
Tools
Practice management and CRM
MyCase

Email , calendar and files
Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
AI
Claude, ChatGPT or similar
Automation
Zapier, Make or similar
Social media and design
Buffer, Canva
Time tracking
Jibble (screen-capture time tracker)
Communication

Email , Zoom, Google Meet, text messaging

What we are looking for
Must have

• Excellent written and spoken English, with a warm, professional tone for US clients
• At least 2 years of experience as a virtual assistant, admin or customer support for US clients
• Hands-on experience with a CRM or practice management system and accurate data entry
• Comfort using AI tools and learning new software quickly
• Strong attention to detail and the ability to follow written instructions exactly
• A reliable computer, stable high-speed internet and a backup power or internet plan
• A quiet workspace for calls and the ability to keep client information strictly confidential

We read every application carefully. To show us you have read this whole post, begin your application with the phrase "Organized and Ready" and tell us in one sentence which automation you are most proud of building.

Nice to have

• Experience in a law firm, legal intake or another professional services office
• Experience with MyCase, Clio, Lawmatics or a similar legal software
• Experience building automations in Zapier or Make
• Experience writing SOPs or training guides
• Basic Canva and social media scheduling skills

Schedule, pay and logistics

• Hours: Part-time to start 20 hours per week, with the potential to move to full-time, Monday to Friday, overlapping with our office hours in US Eastern Time (Mon–Thu 9:00 AM–4:30 PM, Fri 9:00 AM–12:00 PM ET)
• Pay: USD per hour, depending on experience, paid via Wise
• Trial period: 30-day paid trial, with a pay review after 90 days
• Time tracking: Jibble time tracker with screenshots during working hours
• Paid time off: Philippine regular holidays plus [X] days of paid leave after 6 months
• Confidentiality: You will sign a confidentiality agreement before you start, since you will handle private client information
• Growth: Performance bonuses and raises as you take on more of our systems and automation work

How to apply
Please send the following through OnlineJobs.ph:
1. A short cover letter telling us why you are a good fit for a law firm
2. Your resume, with the US clients and tools you have worked with
3. A 1–2 minute video or voice recording introducing yourself in English
4. Your internet speed test result (a screenshot from speedtest.net)
5. One example of a process, SOP or automation you have built (a screenshot, link or short description)
6. Your expected monthly salary in USD and your earliest start date
Applications missing any of these items will not be considered. Shortlisted applicants will complete a short paid test task (data entry and a lead follow-up email ) and a video interview.

Thank you for your interest in Tarantino Law. We look forward to meeting you!