Virtual Office Administrator of Virtual Legal Support
GRSM’s Virtual Legal Support Virtual Office Administrator will join a growing national administrative leadership team staffed across time zones who are 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, and friendly with a passion to support the firm’s attorneys and staff in an efficient and effective manner. As the Virtual OA, you will be available for your team during their shifts, which may include evenings and weekends. The firm seeks a leader who is both hands on and willing to lead by example. This role requires strong experience in leadership, process management and a depth of experience and knowledge in the handling of all aspects of litigation support including calendaring, filing/service and administrative functions within a law firm to ensure effective communication and execution by support staff in these areas. The Virtual OA will establish relationships across cross-functional departments and local offices seeking to understand the drivers that motivate individuals in their varying roles for increased engagement. The Virtual OA will produce weekly and monthly metrics with analysis on staffing levels and performance and reports to the VLS department Director.
In this role, you will manage performances through evaluations, one-on-ones, check-ins with local offices for feedback, and provide guidance to staff within a defined coaching structure. The Virtual OA will evaluate and prioritize coaching needs for staff to achieve excellent performance results, monitor attendance, vacations, approve time entries, while working in close collaboration with the managers who oversee training and assignment coverage. The Virtual OA will screen and interview applicants, confirm references and background checks, distribute new hire paperwork and handle onboarding and exit interview support. This role requires a high level of discretion and the ability to safeguard confidential information. Attention to detail and accuracy while navigating a high volume of communication is essential. The ideal candidate is a goal-oriented team player, personable, professional and effectively adapts to shifting priorities in a consistently fast-paced environment.
Department Overview
The Virtual Legal Support Team handles a wide array of legal support functions including: the review of standing instructions to handle new matter intake; organize, save and name documents to the firm’s Document Management System (DMS); update case lists; submit vendor invoices and expense reimbursement; prepare shipping labels; prepare confidential and sensitive legal documents across all 50 states using templates and forms within the Microsoft Suite programs; convert documents; run document comparisons; mark and run tables of content and authorities; prepare mail merges; format fillable forms; and edit presentations.
Responsibilities
- Timecard Approvals; PTO Approval and Tracking; Maintaining Job Posts
- Screening Applicants; Onboarding; Reporting on Staffing Levels and Performance
- Updating Personnel Files; Organize Staff Appreciation and Team Building Events
- Performance Counseling and Documentation; Annual Performance Reviews
- Exit Interviews and Terminations; Other Administrative Duties as assigned
Skills & Qualifications
- Minimum 2-3 years of relevant people management experience in a large multi-location defense litigation firm.
- Extensive working experience as either an Office Administrator, Paralegal, Legal Practice Group Manager, Lead Legal Assistant or Lead Legal Secretary is preferred.
- Bachelor’s degree or equivalent combination of education and/or experience.
- Law firm experience is required.
- Advanced skillset using Microsoft Suite Programs (e.g., Word, Excel and PowerPoint).
Salary Range: $110,000-$115,000, dependent on experience, with a comprehensive benefits package that includes eligibility for bonuses.
For consideration, please submit a cover letter and resume to danimunas@grsm.com with “VLS Virtual OA” in the subject line.
Gordon Rees Scully Mansukhani is an equal opportunity employer.
_No recruiter emails or telephone calls please.
_ Disclaimer: Reposting positions from this website does not authorize search firms or other third parties to directly solicit candidates on the firm’s behalf or represent a relationship with the firm. Agencies must sign GRSM’s fee agreement. The firm’s search agreements are specific to individuals and groups who will be considered on a case-by-case basis. Candidates submitted by a search firm without an executed search firm agreement will not be considered as an applicant. For consideration, please send a detailed blind profile of your candidate to: recruiting@grsm.com .
