Legal Virtual Assistant – Mediations & Service of Process

Schedule & Location

Full-time, office-based in Cabanatuan City, Nueva Ecija, Philippines. Works US Eastern Time business hours from 8 pm to 5 am Philippine time.

Core responsibilities

Mediation scheduling & coordination (pre-suit, state-program, and court-ordered mediations)

• Pick up mediation requests from attorneys and opposing counsel and run them to a confirmed date.

• Send opposing counsel the firm's approved mediator list, and check any mediator they propose against the approved and do-not-use lists before getting attorney sign-off.

• Check the mediator's availability against the handling attorney's calendar and offer at least five dates.

• Confirm dates with the client by email or phone (copying the handling attorney and prep caller), then book the mediator's office by email or online portal, sending case details (case style, service list, claim number).

• Prepare and submit state Department of Financial Services (DFS) mediation requests. Confirm the policy is eligible first (e.g., commercial surplus lines policies usually aren't), gather claim details and supporting documents, save proof of submission, and respond quickly to DFS requests for missing information.

• Track DFS timing rules, such as the 21-day window to hold the conference after a mediator is assigned.

• Calendar each mediation once the Notice of Mediation and video link arrive, using the firm's naming format. Invite the right attendees and attach all notices, making sure the start time matches the notice exactly (Eastern Time).

• Process incoming notices of mediation and court orders referring cases to mediation. Name and save them to the case file and send them to the handling attorney.

• Send the client their mediation link and prep guide (English or Spanish) two days before the session.

• Tell the client right away about any rescheduling or cancellation.

• Follow up with the other side consistently for two weeks if they're unresponsive or difficult, then flag the matter to the attorney for a motion to compel mediation.

• Keep mediation status, date, mediator, and the mediation tracker current in Clio. Note when a case isn't eligible for DFS mediation and why.

Service of process

• Monitor the Service inbox and coordinate service of process with process servers.

• Track each matter's service status, follow up on outstanding attempts, and file returns/affidavits of service to the case file.

• Flag service problems early to the department lead.

Case management & coordination

• Keep case files, notes, and documents accurate in Clio.

• Coordinate with Intake/Client Relations for client contact details and call requests.

• Use AI tools (including Claude) and approved resources to draft, summarize, and stay organized.

Confidentiality & accountability

• Protect all client and case information under PATRIVA's NDA and the client's security protocols.

• Keep accurate time and activity records in the client's time-tracking tool; communicate any idle time or interruptions proactively.

Qualifications

• No prior US legal experience required; full training is provided.

• Legal terminology, document handling, or law office experience is a plus.

• Written English at C1 level or above; comfortable emailing attorneys and calling clients.

• Organized and persistent with follow-ups; comfortable juggling two workflows.

• Proficient in Google Workspace, Microsoft Office, and AI tools; willing to learn Clio.

• Able to work US Eastern Time hours.

• High discretion; signs PATRIVA's NDA and confidentiality agreement before Day 1.

Training & ramp-up

• Weeks 1–2: guided onboarding on the firm's workflows, terminology, and tools before handling tasks independently.

• By weeks 4–6: scheduling mediations end to end with the right attendees invited and little to no corrections needed.

• Service of process ownership follows once mediations are running smoothly.

Key success areas

• Scheduling accuracy: Mediations set with an approved mediator, all required attendees invited, and calendar times matching the notice.

• Deadline reliability: No missed mediation dates, DFS windows, or service deadlines.

• Client communication: Clients confirm dates and receive their link and prep guide on time, and hear about any changes right away.

• Follow-up discipline: Unresponsive parties are followed up consistently and escalated after two weeks.

• Productivity: Measurable weekly output (mediations scheduled, matters served) that holds up in daily and weekly reporting.

• Integrity & confidentiality: Accurate time records and strict handling of client data.

• Growth: Applies feedback and becomes a reliable backup for the wider department.

How to apply

Email your CV and a short cover letter to hello@patrivahq.com with the job title in the subject line.