Legal Administrative Assistant

Vaco by Highspring; Chicago (IL); Hybrid; USD 85,000 - 95,000; Full time

Benefits offered by this job

Competitive benefits

Job summary

Vaco by Highspring is seeking an experienced Legal Administrative Assistant to support professionals across Corporate and Intellectual Property practices in a hybrid Chicago role. This position blends traditional legal support with exposure to corporate transactions and patent/trademark matters.

The ideal candidate will have 3+ years in a law firm or corporate legal setting, strong organizational skills, and the ability to manage multiple deadlines while maintaining confidentiality and

Qualifications

• 3+ years of experience as a Legal Administrative Assistant, Legal Assistant, or similar legal support professional.
• Previous experience supporting Corporate, Intellectual Property, or transactional legal practices strongly preferred.
• Familiarity with corporate governance and transactional legal work preferred.
• Knowledge of patent and trademark terminology, USPTO procedures, or intellectual property docketing practices preferred.
• Experience preparing, formatting, and maintaining legal documents and matter files.

Responsibilities

• Provide comprehensive administrative support to professionals across Corporate and Intellectual Property practices.
• Prepare, revise, format, and proofread correspondence, memoranda, and other legal documents.
• Manage calendars, coordinate meetings and appointments, and arrange travel as needed.
• Assist with client and matter administration, including opening new matters, maintaining files, and updating information within internal systems.
• Support timekeeping, billing activities, expense reporting, and other recurring administrative processes.
• Coordinate document preparation, electronic filing, distribution, and recordkeeping.
• Assist with corporate and transactional matters, including document organization, client communications, and related administrative support.
• Provide administrative support for patent and trademark matters, including prosecution and portfolio-related activities.
• Prepare and organize forms, correspondence, and supporting documentation associated with intellectual property filings.
• Assist with USPTO submissions and recordation activities under the direction of attorneys or paralegals.
• Coordinate with clients, external partners, and other stakeholders to obtain signatures, documentation, and information required for legal matters.
• Maintain organized intellectual property records and assist with portfolio information, status reporting, and related client materials.
• Communicate professionally with clients and develop familiarity with assigned matters to provide effective and responsive support.
• Collaborate with other legal support professionals and assist with additional administrative projects as needed.

Skills

Administrative support

Microsoft Office

Organization

Communication

Job description

Hybrid schedule, must be able to commute to office in River North 3 days a week. $85-95k base salary w/ competitive benefits. A well-established firm is seeking an experienced Legal Administrative Assistant to support professionals across Corporate and Intellectual Property practices. This role combines traditional legal administrative support with exposure to corporate transactions and patent and trademark matters.

The ideal candidate has previous experience in a law firm or corporate legal environment and is comfortable managing a variety of administrative responsibilities while supporting detail-oriented legal work across multiple practice areas.

Responsibilities

Hybrid schedule, must be able to commute to office in River North 3 days a week. $85-95k base salary w/ competitive benefits. A well-established firm is seeking an experienced Legal Administrative Assistant to support professionals across Corporate and Intellectual Property practices. This role combines traditional legal administrative support with exposure to corporate transactions and patent and trademark matters.

The ideal candidate has previous experience in a law firm or corporate legal environment and is comfortable managing a variety of administrative responsibilities while supporting detail-oriented legal work across multiple practice areas.

• Provide comprehensive administrative support to professionals across Corporate and Intellectual Property practices.
• Prepare, revise, format, and proofread correspondence, memoranda, and other legal documents.
• Manage calendars, coordinate meetings and appointments, and arrange travel as needed.
• Assist with client and matter administration, including opening new matters, maintaining files, and updating information within internal systems.
• Support timekeeping, billing activities, expense reporting, and other recurring administrative processes.
• Coordinate document preparation, electronic filing, distribution, and recordkeeping.
• Assist with corporate and transactional matters, including document organization, client communications, and related administrative support.
• Provide administrative support for patent and trademark matters, including prosecution and portfolio-related activities.
• Prepare and organize forms, correspondence, and supporting documentation associated with intellectual property filings.
• Assist with USPTO submissions and recordation activities under the direction of attorneys or paralegals.
• Coordinate with clients, external partners, and other stakeholders to obtain signatures, documentation, and information required for legal matters.
• Maintain organized intellectual property records and assist with portfolio information, status reporting, and related client materials.
• Communicate professionally with clients and develop familiarity with assigned matters to provide effective and responsive support.
• Collaborate with other legal support professionals and assist with additional administrative projects as needed.

Qualifications

• 3+ years of experience as a Legal Administrative Assistant, Legal Assistant, or similar legal support professional.
• Previous experience supporting Corporate, Intellectual Property, or transactional legal practices strongly preferred.
• Familiarity with corporate governance and transactional legal work preferred.
• Knowledge of patent and trademark terminology, USPTO procedures, or intellectual property docketing practices preferred.
• Experience preparing, formatting, and maintaining legal documents and matter files.
• Proficiency with Microsoft Office and experience working with legal document, billing, or records management systems.
• Excellent organizational skills and attention to detail with the ability to manage multiple priorities and deadlines.
• Professional written and verbal communication skills with the ability to interact effectively with clients and internal stakeholders.
• High level of discretion when handling confidential and sensitive information.

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals 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 applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail] .

Representation Notice

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. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you 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.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

Privacy Notice

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 and UK GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

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:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations; and
• other business and organizational needs.

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 and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).