Legal Administrative Assistant

Vaco by Highspring; Boston (MA); Hybrid; USD 90,000 - 110,000; Full time

Job summary

An international law firm in Boston seeks a dedicated Legal Administrative Assistant to support its fast-paced Litigation team. This role involves creating and managing legal documents, ensuring compliance with Client File policies, and coordinating complex meeting logistics. The ideal candidate should have at least three years of legal secretarial experience, strong attention to detail, and proficiency in Microsoft Office. A college degree is preferred. This position offers a hybrid work model and competitive pay.

Qualifications

• A minimum of three years of legal secretarial or equivalent experience is required.
• Proficient in using Microsoft Office and firm-specific software for legal management.
• A fundamental accounting aptitude for time entry and expense reporting is preferred.

Responsibilities

• Create and manage complex legal documents to a high standard.
• Ensure compliance with client file maintenance policies for both electronic and hardcopy materials.
• Coordinate meeting logistics and manage expense reimbursements.

Skills

Legal secretarial experience

Document management

Microsoft Office proficiency

Attention to detail

Education

High school diploma or equivalent

College degree

Tools

iManage

PDF software

Job description

Legal Administrative Assistant

Join to apply for the Legal Administrative Assistant role at Vaco by Highspring.

This range is provided by Vaco by Highspring. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$90,000.00/yr - $110,000.00/yr

Salary: $80,000-$110,000
Location: Hybrid

Thriving international law firm, is actively recruiting a dedicated Legal/Professional Assistant to join our fast-paced Litigation team in the Boston office. This highly skilled role provides specialized administrative and secretarial support, acting as a crucial liaison between attorneys, clients, and firm management. The ideal candidate is a proactive problem-solver with a strong background in legal file management, document production, and financial administration.

Key Responsibilities

• Litigation & Document Support
  • Create, proofread, and edit complex legal documents, letters, and memoranda from various drafts (electronic, handwritten, dictation), ensuring high-quality formatting and firm standards.
  • Manage attorney inboxes, calendars, contacts, and incoming electronic files (faxes, court filings), determining appropriate action and distribution.
• File & Records Compliance
  • Ensure strict compliance with Client File Maintenance policy for both hardcopy and electronic materials.
  • Manage file life cycle: ensure electronic materials (emails, documents) are properly stored in iManage and that all hardcopy files are barcoded, labeled, and closed in a timely manner according to Records policy.
  • Actively work with attorneys to utilize technology to promote an efficient, less-paper workplace.
• Administrative & Financial Operations
  • Coordinate complex meeting logistics, including conference rooms, equipment, catering, and travel arrangements.
  • Prepare and submit timely manual and electronic expense reimbursement and payment requests, ensuring proper coding and adherence to firm and client guidelines.
  • Manage daily lawyer time entry (via iTimekeep) and review pre-bills to ensure accurate matter allocation.
  • Provide telephone coverage for attorneys and respond professionally to client inquiries.
• Technology & Team Leadership
  • Advance and utilize technical skills, providing training to staff and lawyers on new technologies to promote efficiency.

Qualifications

• Experience: Minimum three years of overall legal secretarial or equivalent experience is required. Prior law firm experience is highly preferred.
• Technical Skills:
  • In-depth knowledge of firm-specific software used in the legal field (document management, calendaring, time management).
  • Proficiency in Microsoft Office and PDF is required.
  • Proficiency in iManage and other firm software applications is strongly preferred.
• Aptitude: Strong word processing skills, familiarity with legal terminology, and an ability to manage a large volume of work with strict attention to detail.
• Fundamental accounting aptitude for time entry and expense reporting is preferred.
• Education: High school diploma or equivalent required; College degree preferred.

Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Administrative, General Business, and Legal

Industries

Law Practice, Legal Services, and Professional Services

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