Professional Assistant POST NUMBER: 462640

Our client is seeking a Professional Assistant to join its team. This role requires strong attention to detail, excellent communication skills, and the ability to manage multiple priorities in a fast-paced legal environment. The ideal candidate has at least three years of experience as a legal secretary or administrative professional within a law firm.

Key Responsibilities

• Maintain and coordinate complex attorney calendars, including meetings, deadlines, court dates, and travel.

• Manage attorney inboxes by prioritizing communications, flagging urgent matters, and assisting with timely responses.

• Coordinate workflow between two practice groups, demonstrating flexibility and strong time-management skills.

• Draft, edit, and format correspondence, memoranda, and legal documents, including engagement letters.

• Assist with accurate time entry and tracking for assigned attorneys.

• Review pre-bills and prepare invoices in coordination with the billing department.

• Resolve billing issues and ensure timely submission of finalized invoices.

• Assist with trial preparation, including organizing exhibits, assembling binders, preparing witness lists, and coordinating logistics.

• Maintain and update case files, both electronic and physical, ensuring accuracy and compliance with firm procedures.

• Coordinate with internal departments such as accounting, IT, and records to facilitate attorney needs.

• Perform general administrative tasks such as filing, document management, scanning, expense reporting, and travel coordination.

• Maintain confidentiality and exercise discretion at all times.

Qualifications

• 3 years of experience as a legal secretary or administrative professional—law firm experience strongly preferred.

• Strong understanding of legal terminology, processes, and document formatting.

• Proficiency with Microsoft Office Suite and law firm practice management or billing systems.

• Excellent organizational skills with the ability to prioritize competing deadlines.

• Strong written and verbal communication skills.

• Ability to work collaboratively with multiple attorneys and adapt to changing workload needs.

• Demonstrated professionalism, reliability, and a high level of attention to detail

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan.