Litigation Assistant/Office Manager

Vaco; New York (NY); On-site; USD 95,000 - 115,000; Full time

Job summary

Vaco is seeking a Litigation Assistant / Assistant Office Manager for its San Francisco office. This senior role blends hands-on litigation work with office management, overseeing a small team of paralegals and legal assistants in a fast-paced environment.

The ideal candidate has 8+ years of litigation experience, strong CA and federal filing knowledge, and exceptional organizational and leadership abilities to manage calendars, filings, and staff development.

Qualifications

• Extensive litigation support experience in a law firm (8+ years preferred).
• Experience supporting multiple attorneys in a high‑volume practice.
• Strong knowledge of CA and federal court filing procedures.
• Excellent organizational, prioritization, and deadline-management skills.
• Strong written and verbal communication.

Responsibilities

• Provide high-level litigation support to multiple attorneys across complex matters.
• Prepare, revise, file pleadings, motions, discovery, and related documents.
• Manage attorney calendars, deadlines, depositions, hearings, and client meetings.
• Coordinate discovery, subpoenas, document production, and exhibits.
• Assist with trial preparation, witness coordination, and trial logistics.
• Maintain organized electronic and physical case files.
• Support time entry, billing coordination, and matter administration.
• Communicate professionally with clients, courts, and opposing counsel.
• Co-manage and guide a team of Paralegals and Legal Assistants.
• Serve as onsite resource for staff and attorneys on office procedures.

Skills

Litigation support

Leadership

Time management

Communication

Microsoft Office

Job description

Client: National law firm

Title: Litigation Assistant / Assistant Office Manager

Salary: $95,000 -$115,000 + discretionary bonus

Location: San Francisco, CA | 4-5 days onsite

Job Description:

A leading national law firm is seeking an experienced Litigation Assistant / Assistant Office Manager to join its San Francisco office.

This is a unique dual-role opportunity for a senior litigation support professional who wants to remain hands‑on with legal work while taking on additional leadership and office management responsibility. The position will support multiple attorneys in a fast‑paced litigation environment while also helping oversee a team of approximately five Paralegals and Legal Assistants.

Responsibilities

• Provide high-level litigation support to multiple attorneys across complex matters.
• Prepare, revise, proofread, and electronically file pleadings, motions, discovery, correspondence, and other legal documents.
• Manage attorney calendars, court deadlines, depositions, hearings, mediations, and client meetings.
• Coordinate discovery, subpoenas, document production, deposition preparation, and exhibits.
• Assist with trial preparation, witness coordination, trial notebooks, exhibit binders, and logistics.
• Maintain organized electronic and physical case files.
• Support attorney time entry, billing coordination, and matter administration.
• Communicate professionally with clients, courts, opposing counsel, vendors, and experts.
• Co-manage and provide day‑to‑day guidance to a team of Paralegals and Legal Assistants.
• Serve as an onsite resource for staff and attorneys regarding office procedures and administrative needs.
• Assist with onboarding, training, office operations, vendors, supplies, and employee engagement initiatives.
• Partner with the Regional Office Manager and firm leadership on operational and administrative projects.
• Provide leadership coverage when the Regional Office Manager is traveling or unavailable.

Qualifications

• Extensive litigation legal assistant experience in a law firm environment; approximately 8+ years preferred.
• Experience supporting multiple attorneys simultaneously in a high‑volume litigation practice.
• Strong knowledge of California and federal court filing procedures.
• Excellent organizational, prioritization, and deadline‑management skills.
• Strong written and verbal communication.
• Confident, professional presence with the ability to provide direction and push back appropriately when needed.
• Experience training, mentoring, or serving as a senior resource to other legal support professionals.
• Advanced Microsoft Office skills, including Outlook, Word, Excel, and PowerPoint.
• Ability to work independently and manage competing priorities with minimal supervision.
• Strong judgment, discretion, and commitment to confidentiality.

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 [e-mail].

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

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. 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.

For residents of Ontario, Canada: Based on Highspring's discussions with its Client, Highspring's understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).

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.

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;
• 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