Common Legal Assistant Duties + How Rev Can Help

Legal assistants give administrative and clerical support to attorneys and other professionals involved in legal work. Whether they help in law firms, corporate legal departments, or government agencies, they’re essential for keeping legal operations organized and efficient. They manage schedules, prepare documents, and help attorneys better serve their clients.

“Our paralegals and legal assistants are extremely important for our day-to-day workflow,” says Rachel Legorreta, attorney at John J. Malm & Associates Personal Injury Lawyers. “At our personal injury firm, our paralegals and legal assistants help us gather clients’ records and bills, facilitate communication with clients, and be the friendly faces of the firm when clients visit. Without them, we wouldn’t be able to complete our jobs.”

If you’re interested in exploring the role of a legal assistant and the steps it takes to become one, we’ve got you covered. Below, we’ll take a closer look at the core legal assistant duties, how their responsibilities vary based on specialty, and what qualifications are required. We’ll also explain how tools like AI-powered transcription and legal documentation solutions can help legal assistants work more efficiently.

1. Drafting Routine Legal Documents

Document drafting is a core legal assistant responsibility in virtually any legal setting. This includes letters, memos, contracts, subpoenas, pleadings, or court forms. While attorneys must review and sign off on anything substantive, legal assistants are typically the first to format and fill in these documents based on templates or previous work. Even for routine paperwork, accuracy is key.

Technology can help make this task much faster and deliver more reliable results. Document automation platforms pre-fill fields, apply formatting, and reduce errors. And when attorneys dictate instructions or draft language verbally, transcription services like Rev can quickly convert those recordings into editable drafts, saving time and helping legal assistants move their work along efficiently.  Beyond transcribed content, Rev even allows users to upload and search across all documents, notes, and case files, so assistants can easily find information and gain insights from all files at once.

2. Managing Case Files and Client Records

While they can’t directly conduct legal work, assistants are essentially lawyer admins and are responsible for essential tasks. Keeping case files and client records organized and up-to-date is especially important. 

Files can include both physical and digital records, such as correspondence, contracts, intake forms, court filings, and evidence. Assistants must label files properly, securely store information, and conduct version control to ensure documents are up to date and clearly identified.

3. Handling Client Communication

Legal assistants frequently take the lead in keeping clients and the legal team connected and on the same page. They handle incoming correspondence and collect information before meetings, schedule appointments, and follow up to ensure paperwork is submitted.

Legal matters are frequently sensitive, so assistants have to be professional and discreet. It’s their job to communicate effectively, document interactions accurately, and know when it’s time to escalate an issue to an attorney.

4. Preparing Discovery Materials

When litigation is involved, law assistants help prepare discovery materials (the documents and evidence that will be shared before trial). They regularly organize records, label exhibits, manage document requests, and assemble responses to interrogatories or subpoenas. 

Attorneys and paralegals typically lead the legal strategy, but assistants keep the discovery process on track. A missed document or misfiled exhibit can derail case preparation or cause compliance issues. 

Many legal assistants also summarize or format large volumes of information for attorneys to review. When attorneys dictate notes or record proceedings and depositions, transcription tools like Rev can also help convert that input into organized, searchable documentation that’s ready for review or inclusion in discovery.

5. Court Filing Support

Legal assistants often help prepare and submit documents for court filings, whether to meet local court rules, proofread for accuracy, or assemble exhibits. Nowadays, they usually submit documents electronically through e-filing systems. In some cases, they may still coordinate hand-delivery when required by local courts or with time-sensitive documents.

Although attorneys are ultimately responsible for filings, assistants ensure that everything is submitted correctly and on time. A formatting error or missed deadline can be highly disruptive, so detailed knowledge of court procedures is a key qualification for the job. 

6. Legal Research Assistance

In-depth legal research is reserved for attorneys or paralegals. Still, legal assistants may support the process by locating case files, pulling relevant statutes, organizing citations, and gathering reference materials. In smaller firms, assistants may even help with basic fact-checking or tracking down background information for a case.

That means assistants should know their way around legal databases, court websites, and internal archives to quickly locate information. While they’re not responsible for legal interpretation, an assistant’s ability to conduct legal research, quickly find the right documents, and organize materials can shave hours off of case preparation.

7. General Administrative Support

Legal assistants handle a wide range of day-to-day administrative tasks that keep the office running effectively. They schedule meetings and court dates, manage attorney calendars, handle incoming mail, scan or copy documents, and maintain office supplies. They may be responsible for nearly all of the behind-the-scenes operations in some small firms.

Assistants also often help with billing and timekeeping.They log attorney hours, prepare invoices, and keep client payments up to date. The most effective legal assistants are able to juggle many moving parts without missing important details.

As Matthew A. Dolman, personal injury attorney at Dolman Law, puts it, “A paralegal is the hidden superpower behind every big case. She routes documents, nudges clients, pounds out calendars, and somehow hands me breathing room to actually argue in court. Without that quiet orchestration, the whole show stalls.” 

8. Transcribing Notes and Dictation

Attorneys regularly record their thoughts, case updates, or instructions verbally, especially when on the move or jumping between cases. Legal assistants often need to turn these voice memos or meeting recordings into clean, accurate text for review, filing, or sharing with the rest of the legal team.

Accuracy and formatting are critical, making this a time-consuming duty for most legal assistants. That’s why many rely on transcription tools to speed up the process. Services like Rev offer fast, secure, and accurate transcription that helps assistants focus on higher-value tasks while capturing what matters for each case.

9. Intake and Initial Case Screening

Legal assistants often help with bringing on new clients and screening cases. They answer initial inquiries, collect basic case information, and ensure that the required forms or documents are completed. In some firms, assistants may enter intake data into case management systems or flag urgent matters for attorney review.

This early stage establishes the client relationship and sets the legal team up to evaluate the case effectively. In offices that record intake calls or consultations, transcription tools like Rev can help turn those conversations into organized, searchable records that streamline handoffs to attorneys or paralegals.

10. Trial Preparation and Exhibit Management

When a case is heading to trial, the legal team leans on legal assistants to stay organized. Assistants will prepare exhibit binders, organize evidence lists, and coordinate logistics. They may also help with creating witness lists and tracking which materials must be submitted to the court in advance.

Essentially, law assistants manage the minutiae in the background while attorneys handle legal arguments. The ability to communicate and manage last-minute changes is especially important during this stage. 

"Rev AI transcription feature has been SUCH a huge time saver. The transcripts make it easy for me to run keyword searches to find the documents I should focus on without billing for useless hours."

— Megan W., Paralegal/Litigation Specialist

11. Supporting Niche Legal Tasks by Practice Area

Legal assistant duties vary from one setting to the next based on the type of law a firm practices. For instance: 

• Immigration law assistants help complete immigration forms, collect supporting documents, and schedule client interviews. 
• Criminal defense assistants coordinate with investigators, manage custody calendars, or prepare case summaries. 
• Family law assistants often manage custody agreements, court orders, and emotionally sensitive client communication. 
• Corporate law assistants may track compliance deadlines, organize regulatory filings, or support contract workflows.

How Do I Become a Legal Assistant?

Legal assistants usually don’t require the same formal legal training as paralegals, so there are many pathways into the profession. Here are some of the most common steps to take and qualifications you’ll need to become a legal assistant:

• Complete your education: You’ll need at least a high school diploma or GED. Many legal assistants also take coursework or pursue an associate degree in paralegal studies, legal studies, business, or office administration to strengthen their qualifications.
• Consider earning a legal assistant certificate: While not necessarily required, completing a legal assistant or legal secretary certificate program can help, especially if you have no prior legal experience. Schools like Purdue, UCLA, and the University of the Pacific offer popular programs.
• Build relevant office or administrative experience: Prior work in an office environment — even outside of law — can give you an advantage. Skills like scheduling, document handling, or customer service translate well to legal assistant roles.
• Strengthen your soft skills: Legal assistants must be highly organized, detail-oriented, and able to communicate professionally with clients and legal teams. Time management, discretion, and multitasking are also critical skills for the job.
• Develop relevant technical skills: Experience with tools like Microsoft Office, PDF editors, legal scheduling software, and AI-powered transcription or document automation tools can help you stand out. Many firms also value experience with case management systems like Clio, MyCase, or PracticePanther.
• Search and apply for entry-level positions: Seek roles with titles like legal assistant, legal secretary, legal receptionist, or administrative assistant (legal). Law firms, corporate legal departments, and government agencies may offer junior positions that provide on-the-job training.
• Prepare for interviews with confidence: You’ll need to demonstrate your organizational skills and ability to support a busy team. Bring examples of how you’ve handled a variety of tasks, including deadlines, managed documents, or solved problems in past roles.

Can I Be a Legal Assistant With No Experience?

Yes, you can become a legal assistant without any direct experience in the legal field. Many of these administrative positions are entry-level. If you’ve worked in roles involving customer service, scheduling, document handling, or administrative support, you may already meet many of the qualifications of a legal assistant.

What Is the Highest Salary for a Legal Assistant?

The top 10% of legal assistants and paralegals earn more than $98,990 per year, according to the U.S. Bureau of Labor Statistics. 

Your earning potential is based on factors like firm size, years of experience, and location. Salaries are highest in Washington, D.C., California, Washington, Massachusetts, and New York. Currently, the median annual wage for legal assistants is $61,010.

Legal Assistant Tech Stack

Today’s legal assistants need all the organizational skills that have always been important — but they’ll inevitably fall behind without a robust tech stack. From managing documents to turning voice memos into clean copy, the right tools can make the work faster, more accurate, and far less stressful.

Today’s legal assistants typically rely on:

• Case management software
• Document automation tools
• Transcription services
• Timekeeping and billing platforms
• Legal research databases
• E-filing systems
• Calendar and scheduling tools
• Secure client communication platforms

Get an Assistant for Your Legal Assistant

Legal assistants are the backbone of many law offices. They juggle a long list of tasks that include client communication, document preparation, trial support, and case management. As legal work accelerates and the field becomes more tech-driven, today’s most effective legal assistants know how to combine traditional skills with modern tools.

Even the best legal assistants need an assistant of their own — and that’s where Rev shines. Think of it as a virtual assistant for lawyers and their teams, helping transcribe attorney dictation, organize case notes, or turn intake calls into usable documentation. With Rev, you save time, reduce errors, and stay focused on high-value work that moves your team forward.