Legal Secretary jobs

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Competitive Salary in USD | 100% Remote | Legal Administrative & Billing Role | Law Firm Environment

Veta Virtual is hiring a Legal Administrative & Billing Assistant for one of our clients in the Legal industry — a boutique law firm specializing in family law and estate planning. This is a hybrid administrative and billing support role built for someone who is highly organized, detail-oriented, and comfortable working independently in a fast-paced legal environment. You do not need to be a lawyer — but you do need to be someone who takes billing accuracy seriously, navigates legal software confidently, and keeps things running smoothly behind the scenes so the attorneys can focus on their clients. If that sounds like you, this role was made for you.

Your Role:

As a Legal Administrative & Billing Assistant, you will support the firm's attorney and managing partner across two core areas — legal administrative operations and billing preparation. You will work inside Lawmatics and Clio Manage daily, manage email and client communication workflows, prepare invoices, and handle file maintenance with a high degree of accuracy and professionalism. Your day-to-day will involve:

• Managing and filtering the attorney's email inbox — organizing incoming correspondence, flagging priority items, drafting responses, and ensuring nothing important falls through the cracks.
• Handling outbound client calls via Lawmatics — managing PNC follow-ups and time-sensitive client communications that require immediate attention, typically 2–3 calls per day.
• Navigating Lawmatics CRM for client intake, pipeline management, and communication tracking — helping develop and refine internal workflows as the firm continues to build out its systems.
• Preparing weekly billing — exporting billable time and expenses to Excel, running spell check, making corrections, and creating accurate draft invoices ready for attorney review.
• Working toward independently running weekly invoices once fully trained — taking ownership of the billing cycle from prep through invoice generation.
• Maintaining client files in both Clio Manage and Lawmatics — keeping all records organized, current, and compliant with firm standards.
• Supporting ad hoc administrative tasks and correspondence as they arise — adapting quickly to shifting priorities and contributing wherever the firm needs support.

✅ What You'll Need:

• Experience with Lawmatics or a similar legal CRM — familiarity with navigating, configuring, and managing client pipelines inside a legal practice management platform is strongly preferred.
• Experience with Clio Manage or a similar legal case management system is a strong plus — the firm uses Clio as its core practice management tool.
• Solid Excel proficiency — you are comfortable exporting data, running checks, making corrections, and building clean billing reports without hand-holding.
• Prior experience in a law firm, legal administrative, or legal billing role is preferred — but candidates with strong billing and administrative backgrounds from other industries will be considered.
• Exceptional written and verbal English communication skills — you will be communicating with clients and attorneys on behalf of the firm and your professionalism reflects directly on the practice.
• Highly organized and detail-oriented — billing accuracy is non-negotiable and you take pride in getting every number and every record right.
• A proactive, self-starting mindset — you anticipate needs, solve problems independently, and do not wait to be told what to do next.
• Comfortable working in a small, fast-paced firm environment where processes are still being built and your input on improving workflows is genuinely valued.
• To be considered for this role, you must be currently based in Latin America (LATAM) or Europe.

What We Offer:

• Competitive salary in USD — paid consistently every month, no matter where you are.
• 10 paid vacation days per year plus all U.S. federal holidays.
• 100% remote — work from anywhere in LATAM or Europe with a professional home setup.
• A stable, supportive role inside a boutique law firm where your organizational skills and billing accuracy directly support the firm's growth and client experience.
• A collaborative, transparent work environment through Veta Virtual and our client — where your reliability and attention to detail are genuinely valued from day one.

Ready to Apply?

If you are ready to bring organization, accuracy, and professionalism to a boutique law firm that genuinely values your contribution — apply now and launch your next chapter with Veta Virtual!

Once you apply, you will be invited to complete a short 2-minute video question as part of our screening process. It is your first opportunity to show us your communication style, your attention to detail, and what makes you the right person for this role. We can't wait to meet you!