Paralegal Administrator

Vaco; Louisville (KY); On-site; USD 42,000 - 65,000; Full time

Job summary

Vaco by Highspring seeks a Paralegal Administrator to deliver comprehensive legal and Administrative support in Louisville. You will manage case files, prepare and file documents, and assist attorneys with discovery and trial tasks.

The role requires strong organizational skills, attention to detail, and the ability to handle confidential information with discretion. Prior paralegal experience and MS Office proficiency are essential.

Qualifications

• 2+ years of experience in a law firm, corporate legal department, or legal support environment.
• Knowledge of legal terminology, court procedures, and document preparation.
• Proficiency with Microsoft Office Suite and legal document management systems.

Responsibilities

• Prepare, format, proofread, and revise legal documents, correspondence, pleadings, contracts, and reports.
• Maintain and organize electronic and physical case files.
• Assist attorneys with case preparation, discovery, and trial support.
• File legal documents with courts, government agencies, and regulatory bodies.
• Monitor deadlines and maintain litigation, contract, and compliance calendars.
• Conduct legal and factual research using online databases and other resources.
• Coordinate document collection and review processes.
• Manage attorney calendars, appointments, meetings, and travel arrangements.
• Screen and direct phone calls, emails, and correspondence.
• Prepare meeting materials, agendas, and presentation documents.
• Maintain legal records, databases, and document management systems.
• Process invoices, expense reports, and departmental records.
• Support client intake procedures and maintain client communication records.
• Ensure legal files are maintained in accordance with company policies and legal requirements.
• Track contract renewals, licensing requirements, and regulatory filings.
• Assist with corporate governance documentation and record retention.
• Support audits, compliance reviews, and internal investigations as needed.

Skills

Legal research

Document management

Administrative support

Microsoft Office

Communication

Confidentiality

Education

Associate's or Bachelor's degree in Paralegal Studies or related field

Paralegal certificate

Tools

Microsoft Word

Excel

Document management systems

Job description

We are seeking a highly organized and detail-oriented Paralegal Administrator to provide comprehensive administrative and legal support to attorneys and legal staff. This role is responsible for managing legal documentation, maintaining case files, coordinating schedules, conducting basic legal research, and ensuring the efficient day-to-day operation of the legal department. The ideal candidate is proactive, professional, and capable of handling sensitive and confidential information with discretion.

Key Responsibilities

Legal Support

• Prepare, format, proofread, and revise legal documents, correspondence, pleadings, contracts, and reports.
• Maintain and organize electronic and physical case files.
• Assist attorneys with case preparation, discovery, and trial support.
• File legal documents with courts, government agencies, and regulatory bodies.
• Monitor deadlines and maintain litigation, contract, and compliance calendars.
• Conduct legal and factual research using online databases and other resources.
• Coordinate document collection and review processes.

Administrative Support

• Manage attorney calendars, appointments, meetings, and travel arrangements.
• Screen and direct phone calls, emails, and correspondence.
• Prepare meeting materials, agendas, and presentation documents.
• Maintain legal records, databases, and document management systems.
• Process invoices, expense reports, and departmental records.
• Support client intake procedures and maintain client communication records.

Compliance & Records Management

• Ensure legal files are maintained in accordance with company policies and legal requirements.
• Track contract renewals, licensing requirements, and regulatory filings.
• Assist with corporate governance documentation and record retention.
• Support audits, compliance reviews, and internal investigations as needed.

Qualifications

• Associate's or Bachelor's degree in Paralegal Studies, Legal Studies, Business Administration, or a related field preferred.
• Paralegal certificate preferred.
• 2+ years of experience in a law firm, corporate legal department, or legal support environment.
• Knowledge of legal terminology, court procedures, and document preparation.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with legal document management systems and case management software preferred.
• Excellent organizational, time management, and communication skills.
• Strong attention to detail and ability to manage multiple priorities.
• Ability to maintain strict confidentiality.

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].

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. 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.

• 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).