Professional Assistant

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.

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and / or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal .

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here .

• Virginia residents may access our state specific policies here .
• Residents of all other states may access our policies here .
• Canadian residents may access our policies in English here and in French here .
• Residents of countries governed by GDPR may access our policies here .

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to :

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.