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Virtual Legal Secretary Services
A legal secretary is the difference between a practice that runs and a practice that copes. Magellan provides dedicated virtual legal secretaries who manage your calendar, prepare and format court documents, handle client correspondence, and cover your front desk — trained on how your practice actually works, not on a generic script.
At a Glance
| Best For | Solo practitioners and small firms without full-time admin support, and firms whose secretaries are buried in scheduling and formatting |
| Model | Dedicated resource, directed by your firm — one full-time seat minimum |
| Handles | Calendar & court dates · Document formatting · Client correspondence · Front-desk calls · File organisation |
| Delivery | Philippines-based, working in your practice management and document systems |
The admin doesn't stop because you're in court
A legal practice generates a constant stream of work that has nothing to do with legal judgment and everything to do with whether the practice functions. Hearing dates to calendar. Correspondence to send and file. Documents to format to court requirements. A phone that rings while you're with a client.
Most solos and small firms handle this by doing it themselves at 7pm, or by paying onshore admin salary for work that doesn't require an onshore salary. Neither answer scales, and the first one comes out of the hours you'd rather bill — or the evening you'd rather have.
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Which role does your practice actually need?
Three services sit close together here, and firms regularly buy the wrong one. The real difference isn't the task list — it's who runs it.
Which role does your practice actually need?
Three services sit close together here, and firms regularly buy the wrong one. The real difference isn't the task list — it's who runs it.
| Service | What you get | Who manages it | Best when |
|---|---|---|---|
| Legal Secretary You are here | A dedicated person — practice admin, correspondence, document formatting, your front desk | You do. Your secretary takes direction and priorities from your firm | You want your own staff member, without the onshore cost |
| Paralegal | A dedicated person — research, drafting, discovery, case files | You do. Your paralegal works to your instructions | You need capacity to do the work |
| Legal Contact Center Virtual Intake | A managed operation — calls, screening, intake, chat | We do. Magellan supplies team leads, trainers, QA, and coaching, and runs to agreed targets | You want an outcome delivered, not a person to manage |
The short version: a secretary or paralegal is a resource you direct. The contact center and intake services are managed services we operate — with supervision, quality assurance, and performance measured against the results you're buying.
What a Virtual Legal Secretary Handles
A Dedicated Resource, Directed by Your Firm
This is the part firms most often misunderstand, so it's worth being explicit.
Your virtual legal secretary is your staff member in everything but payroll. They take direction from your firm, work to your priorities, learn your matters and preferences, and answer to you day to day. If you want the filing done differently, you tell them — there's no account manager in between.
What Magellan provides Recruitment and vetting, employment and HR, secure facilities and IT, and continuity cover if your secretary is unavailable.
What your firm provides Day-to-day direction, priorities, and the training that's specific to your practice — your templates, your court's requirements, how you like things done.
That trade is the point of the model: you get a dedicated person at Philippine cost without carrying the hiring, employment, or infrastructure. What you keep is the management.
If you'd rather not manage anyone, that's a real and reasonable answer — and it points to the managed services in the table above rather than to this page. There, Magellan supplies the team leads, trainers, and quality assurance, coaches the agents, and runs the function against agreed targets. You buy the outcome; we run the process to hit it.
Front-Desk Coverage
Your secretary answers your phone. What that's worth depends on whether there's one of you or ten.
If you're a solo practitioner
The receptionist problem and the secretary problem are the same problem: you can't be in a deposition and on the phone. Because the person answering also manages your calendar, a caller gets an appointment booked into Thursday's gap — not a message for you to chase back at 7pm.
- Calls answered in your name, during your business hours
- Appointments booked straight into your calendar
- Messages taken with enough detail to act on
- Anything needing legal judgment escalated to you, not guessed at
If you're a firm
The phone is busier, callers need routing to a specific person, and the front desk is the first impression of a firm that charges for its professionalism.
- Calls routed to the right attorney by your rules
- Your firm's greeting, your script, every call
- Lunch, sick days, holidays, and call spikes covered without temp staffing
- Scheduling across multiple attorneys' calendars
- Messages logged where your team already works — who called, which matter, how urgent
Why Firms Use a Virtual Legal Secretary
Confidentiality Built In
Your secretary sees client correspondence, case calendars, and matter files — privileged material from the first day. Every Magellan staff member signs a confidentiality agreement enforceable under Philippine law before assignment, and access is limited to the team working your firm. Magellan operates under ISO 27001, PCI-DSS, and GDPR compliance.
Magellan holds ISO 27001, PCI-DSS, and GDPR compliance — the recognized benchmarks for information security and data protection. See our certifications.
![Controlled Data Access icon](https://www.magellan-solutions.com/wp-content/uploads/2026/07/controlled-data-access-security-icon-transparent.png"){kind=icon}
Network and IT infrastructure sits in secured, IT-only locations. Workstations and servers are password-protected across access levels, and physical data-entry points are disabled to prevent unauthorized transfer.
Every employee signs a confidentiality agreement before job assignment — subject to Philippine law and prosecutable on breach. Access to your data is limited to the team working your account.
Continuous data backup with off-site copies, a co-location plan with a backup center outside a 10-mile radius, and power-blackout protection — so work on your matters doesn't stop when circumstances change.
Our Onboarding Process
Requirements Setting
Recruitment
Agent Training
Campaign Incubation
Campaign Go Live
Frequently Asked Questions
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You can also reach us here:
Toll Free: 1 800 371 6224
US: +1 650 204 3191
UK: +44 8082 803 175
AU: +61 1800 247 724
