Assistant roles for Law Firms
Intake, legal administration, scheduling, billing and marketing roles for law firms, with no legal advice. Every role is dedicated, on a customized schedule based on your needs and budget.
How dedicated assistants fit law firms
Roles on this page:
Lawyers are busiest when the administrative load peaks: new inquiries arrive while hearings are being calendared and invoices are due. Delegating the right work frees billable hours, but it has to respect professional-responsibility rules.
Every role here is supervised by the lawyers of your firm. Assistants do not give legal advice, set fees, sign pleadings or decide whether the firm takes a matter. Your firm remains responsible for supervision under the rules of your jurisdiction.
Client intake specialist
Responds to new inquiries fast, gathers facts with your intake script, runs the conflict-check request and books consultations.
Related specialization: Legal Administrative Assistants
Day-to-day tasks
- Answer web, chat and phone inquiries with your approved script
- Collect intake details and documents
- Submit conflict-check requests for attorney review
- Book consultations and send engagement paperwork prepared by the firm
- Follow up on unsigned engagement letters
- Log every inquiry source and outcome
KPIs to track
- Time from inquiry to first response
- Consults booked from qualified inquiries
- Engagement letters signed after consult
- Intake records complete
Targets are set with you on the fit call, based on your own baseline.
Tools they work in
Your accounts, named logins, your access policies.
Sample weekly cadence
| Daily | Inquiry queue and consult bookings |
|---|---|
| Mon | Unsigned-engagement follow-ups |
| Wed | Source and outcome log review |
| Fri | Intake funnel report to the managing partner |
Legal administrative assistant
Keeps calendars, deadlines entered by the firm, document formatting and client communications organized.
Related specialization: Legal Administrative Assistants
Day-to-day tasks
- Calendar hearings, deadlines and meetings as directed by attorneys
- Format documents and assemble exhibits from attorney-approved files
- Prepare client status updates for attorney review
- Organize matter files and correspondence
- Schedule depositions, mediations and court reporters
- Track discovery due dates in the matter calendar
KPIs to track
- Calendar entries confirmed by the responsible attorney
- Document turnaround
- Matter files organized to standard
- Client updates sent on schedule
Targets are set with you on the fit call, based on your own baseline.
Tools they work in
Your accounts, named logins, your access policies.
Sample weekly cadence
| Daily | Calendar and document requests |
|---|---|
| Mon | Deadline review with paralegal or attorney |
| Wed | File organization |
| Fri | Client update drafts |
Legal billing assistant
Prepares pre-bills, chases time entries and follows up on receivables under firm policy.
Related specialization: AP/AR Specialists
Day-to-day tasks
- Remind attorneys about missing time entries
- Prepare pre-bills for attorney review
- Send approved invoices and payment links
- Follow up on aged receivables with firm-approved language
- Reconcile payments and trust-account requests for the bookkeeper's review
- Prepare monthly collections reports
KPIs to track
- Time entered on schedule
- Pre-bill turnaround
- AR over 60 days
- Collection follow-ups completed
Targets are set with you on the fit call, based on your own baseline.
Tools they work in
Your accounts, named logins, your access policies.
Sample weekly cadence
| Mon | Time-entry reminders |
|---|---|
| Tue | Pre-bills |
| Thu | Collections follow-ups |
| Fri | AR report |
Legal marketing coordinator
Keeps reviews requests, directory profiles, newsletters and content calendars running within advertising rules your firm sets.
Related specialization: Marketing & Social Media
Day-to-day tasks
- Maintain directory and profile listings
- Schedule attorney-approved social posts
- Prepare newsletters from approved content
- Track referral sources
- Coordinate speaking and event logistics
- Keep a content calendar
KPIs to track
- Content published on schedule
- Directory profiles current
- Referral-source tracking completeness
Targets are set with you on the fit call, based on your own baseline.
Tools they work in
Your accounts, named logins, your access policies.
Sample weekly cadence
| Mon | Content calendar |
|---|---|
| Wed | Profiles and listings |
| Fri | Referral-source report |
What these roles do not do
Clear boundaries protect you, your clients and your assistant. They are written into each scope of work.
No legal advice, fee setting, case evaluation or decisions to accept a matter; attorneys supervise all work.
Deadlines are calculated and confirmed by attorneys; the assistant enters and tracks them.
Trust-account (IOLTA) transactions are prepared for review only; attorneys or the firm's bookkeeper approve.
Advertising and solicitation rules of your jurisdiction apply to all marketing; attorneys approve content.
General information only, not legal, tax or compliance advice. Your compliance owner decides what applies to your business.
From fit call to a working role
1. Fit call
We map your workload against the roles above and recommend where to start.
2. Shortlist
You interview pre-vetted candidates screened for this industry's tools and workflows.
3. Onboarding
Least-privilege access, your SOPs and a written 30-day plan with the KPIs above.
4. Managed quality
Weekly scorecards and coaching from your ExecWing account lead.
Related pages
Law Firms: industry overview
How ExecWing supports this industry, with tools and FAQs.
Read more →Pre-Bills and Time Entry: A Billing Coordinator Workflow for Law Firms
A step-by-step pre-bill, time-entry and collections workflow that a remote legal billing coordinator can run while attor
Read more →A Law Firm Client Intake Playbook for Remote Administrative Staff
How small law firms can structure client intake — scripts, conflict-check routing, scheduling and follow-up — with remot
Read more →Enterprise programs
Dedicated pods, governance and reporting for multi-team organizations.
Read more →All role playbooks
Prescriptive assistant roles for every industry we serve.
Read more →Law Firms roles: common questions
Is delegating intake to a remote assistant ethical?
Bar authorities generally allow lawyers to use nonlawyer assistants, including outsourced ones, if lawyers supervise them and protect confidentiality. Check your jurisdiction's rules and opinions; see our guide on legal intake ethics.
Can the assistant run conflict checks?
They can gather information and submit the request. A lawyer reviews and clears conflicts.
Can they work in Clio?
Yes, with a named user and permissions you set.
Which law firms role should you start with?
Book a 20-minute fit call. We'll map your workload to these roles and tell you honestly where a dedicated assistant helps most.