Virtual Office Administrator of Virtual Legal Support

Gordon Rees Scully Mansukhani, LLP; United States; Remote; USD 110,000 - 115,000; Full time

Job summary

An established industry player is seeking a Virtual Office Administrator to lead their Virtual Legal Support team. This role is critical in providing essential support to attorneys across all U.S. states. The ideal candidate will have management experience in a defense litigation environment and be adept in Microsoft Office tools. Responsibilities include overseeing staff performance, conducting interviews, and ensuring effective communication within the team. Join a dynamic and supportive work environment where your contributions will directly impact the firm's success and growth.

Qualifications

• 2-3 years of management experience in a multi-location defense litigation firm.
• Experience as an Office Administrator or Lead Legal Assistant preferred.

Responsibilities

• Manage performance evaluations, onboarding, and staffing reports.
• Conduct performance counseling and maintain job postings.

Skills

Management Experience

Microsoft Office

Litigation Support

Process Management

Coaching and Training

Education

Bachelor's Degree

Equivalent Experience

Tools

Document Management System (DMS)

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Virtual Office Administrator of Virtual Legal Support

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GRSM’s Virtual Legal Support Virtual Office Administrator will join a growing national administrative leadership team staffed across time zones, dedicated to providing essential support to the firm’s attorneys and staff in all 50 U.S. States.

This role is responsible for providing daily leadership and promoting the development of Virtual Legal Support (“VLS”). This service-focused leader is self-motivated, friendly, and passionate about supporting the firm’s attorneys and staff efficiently and effectively. As the Virtual OA, you will be available during your team’s shifts, which may include evenings and weekends. The firm seeks a leader who is hands-on and leads by example. This role requires strong leadership, process management, and extensive experience in litigation support, including calendaring, filing/service, and administrative functions within a law firm to ensure effective communication and execution by support staff. The Virtual OA will build relationships across departments and local offices to understand what motivates individuals for increased engagement. Additionally, the Virtual OA will produce weekly and monthly metrics, analyze staffing levels and performance, and report to the VLS department Director.

You will manage performance evaluations, conduct one-on-ones, gather feedback from local offices, and guide staff within a coaching framework. The Virtual OA will assess and prioritize coaching needs, monitor attendance, approve time entries, and collaborate with managers overseeing training and coverage. Responsibilities also include screening and interviewing applicants, reference checks, onboarding, and exit interviews. This role demands discretion and confidentiality, with a keen eye for detail in a fast-paced environment. The ideal candidate is goal-oriented, personable, professional, and adaptable to shifting priorities.

Department Overview

The Virtual Legal Support Team handles various legal support functions, including:

• Reviewing instructions for new matter intake
• Organizing, saving, and naming documents in the Document Management System (DMS)
• Updating case lists
• Submitting vendor invoices and expense reimbursements
• Preparing shipping labels
• Handling confidential legal documents across all states using templates and Microsoft Office tools
• Converting documents, running comparisons, and formatting tables of content and authorities
• Preparing mail merges, formatting fillable forms, and editing presentations

Responsibilities

• Approving timecards, PTO, and maintaining job postings
• Screening applicants, onboarding, and reporting on staffing/performance
• Updating personnel files and organizing staff appreciation events
• Conducting performance counseling, reviews, exit interviews, and managing administrative duties

Skills & Qualifications

• 2-3 years of management experience in a large multi-location defense litigation firm
• Experience as an Office Administrator, Paralegal, Legal Practice Group Manager, Lead Legal Assistant, or Lead Legal Secretary preferred
• Bachelor’s degree or equivalent experience
• Law firm experience is required
• Advanced skills in Microsoft Office programs (Word, Excel, PowerPoint)

Salary ranges from $110,000 to $115,000, with a comprehensive benefits package and bonus eligibility.

Application Process: Please submit a cover letter and resume to [e-mail] with “VLS Virtual OA” in the subject line.

Gordon Rees Scully Mansukhani is an equal opportunity employer. No recruiter or phone inquiries, please.

Note: Reposting does not authorize third-party search firms without a signed fee agreement. Submit candidates via detailed blind profiles to [e-mail].