Professional Assistant – Finance

Vinson & Elkins; Dallas (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

Vinson & Elkins LLP in Dallas seeks a Professional Assistant to provide high-level administrative support to attorneys in the Finance practice group. The role emphasizes calendar management, travel coordination, document handling, and confidential, client-focused workflow in a fast-paced environment.

You will support engagement letters, conflicts checks, billing coordination, and cross-office team collaboration, while maintaining precise records and ensuring deadlines are met with tact and

Qualifications

• Provide high-level administrative support to attorneys in a fast-paced law firm environment.
• Demonstrate strong organizational and multitasking abilities with attention to detail.
• Maintain confidentiality and exercise sound judgment in all matters.
• Support cross-office and cross-practice group collaboration.

Responsibilities

• Maintain attorney calendars and coordinate meetings, conferences, and events.
• Manage travel arrangements, expense reports, and time entry.
• Assist with new business intake, engagement letters, and conflicts checks.
• Coordinate lunches, client appreciation events, and related logistics.
• Prepare, format, and finalize legal documents and correspondence.
• Create and manage physical and electronic matter files and records.
• Support billing updates and CRM entries for business development.
• Utilize Microsoft Office and document management software efficiently.
• Attend meetings and provide back-up coverage for teammates.

Skills

Calendar management

Travel coordination

Document management

Communication

Attention to detail

Confidentiality

Microsoft Office

Time management

Client relations

Education

High school diploma or equivalent

Tools

NetDocuments

Adobe Acrobat / PDF tools

Litera

CRM systems

Job description

This position provides high-level administrative support to attorneys within the firm’s Finance practice group. The Professional Assistant must demonstrate strong organizational, document management, communication, and multitasking skills, along with exceptional attention to detail. This role requires the ability to manage competing priorities in a fast-paced, deadline-driven environment while exercising sound judgment, maintaining confidentiality, and working collaboratively within a cross-office and cross-practice group team structure.

Duties and Responsibilities

Primary Responsibilities

• Administrative and Practice Support
  • Maintain attorney calendars and coordinate meetings, conferences, and other practice-related events.
  • Manage travel arrangements, expense reports, time entry, and other administrative activities in a proactive and efficient manner.
  • Support the new business intake and memorandum process, including preparing engagement letters, requesting conflicts checks, and coordinating related follow-up activities.
  • Lead the coordination of local practice group lunches, including speaker selection, agenda development, and all related logistics.
  • Assist in planning client appreciation events in coordination with the firm’s Event Design & Production department.
  • Coordinate with paralegals and other professional assistants to support large transactions and overlapping workflows.
  • Monitor assignments and deadlines, proactively prioritize competing requests, and complete work accurately and within established time frames.
  • Take messages and respond to routine inquiries as appropriate.
• Legal Document Preparation & Management
  • Prepare, revise, format, proofread, and finalize legal documents, correspondence, and other work product with a high degree of accuracy and attention to detail.
  • Create, maintain, organize, and manage physical and electronic files and related records throughout the matter lifecycle.
  • Assist with document management, including filing, retrieval, storage, indexing, and records retention.
  • Coordinate with attorneys, other practice business professionals, vendors, and other support resources to facilitate efficient matter management and workflow.
• Billing and Business Development Support
  • Assist with prebill review and coordinate billing attorney updates with the appropriate billing personnel, as requested.
  • Support business development initiatives through activity entry, contact maintenance, and contributions to marketing and event lists within the Firm’s CRM system.
  • Maintain attorney contact information and assist with client relationship management activities as needed.
• Technology and Team Collaboration
  • Utilize firm technology and software applications effectively, including Microsoft Office, document management systems, PDF editing tools, time-entry applications, and other practice-support technologies.
  • Attend technology training sessions and participate in continuing education opportunities to maintain proficiency with firm systems and software enhancements.
  • Participate in departmental, practice group, and firm meetings to remain informed of operational and practice developments.
  • Provide back-up coverage for Professional Assistants as needed and contribute positively to a collaborative cross-office and cross-practice group team environment.
  • Adhere to cross-office and cross-practice group procedures, departmental protocols, and firm policies while exercising sound judgment and maintaining confidentiality.

Secondary Responsibilities

• Record activities in Harvest Time to support leadership in monitoring and balancing workloads and identify training needs.
• Perform other duties and special projects as assigned.

Minimum Qualifications

Education

• High school diploma or equivalent required.

Experience

• Minimum of three years of administrative experience in a law firm or comparable professional services environment required.
• Demonstrated experience supporting attorneys / executives in a fast-paced, deadline-driven environment.
• Experience managing complex administrative, document production, and calendaring responsibilities with minimal supervision.

Required Qualifications

• Strong organizational skills with the ability to manage competing priorities and meet deadlines in a high-volume environment.
• Exceptional attention to detail, including proofreading, formatting, and quality control of legal and business documents.
• Consistently delivers accurate, timely, and responsive support with a solutions-oriented approach.
• Excellent written and verbal communication skills, with the ability to communicate confidently and professionally with attorneys, clients, colleagues, and professionals at all levels of the organization.
• Strong client-service orientation and commitment to delivering high-quality support.
• Ability to work independently, exercise sound judgment, and take initiative and accountability for assigned responsibilities.
• Ability to collaborate effectively and build strong working relationships within a team-based support structure.
• Flexibility and adaptability in response to changing priorities and business needs.
• Maintains the highest standards of professionalism, discretion, and confidentiality regarding client and firm information.
• Adheres to departmental protocols and firm policies.

Preferred Qualifications

• Experience working at a financial institution(s) or in supporting a Finance or Corporate legal practice desired.
• Experience supporting business development and client relationship management activities preferred.

Technical Skills

• Microsoft Office Suite
  • Advanced proficiency in Microsoft Outlook, including email management, calendar coordination, scheduling, and meeting support.
  • Advanced proficiency in Microsoft Word, including document formatting, styles, document cleanup, mail merge, tables of contents, cross-references, and track changes management.
  • Proficiency in Microsoft Excel, including data entry, formatting, sorting, filtering, and basic formulas.
  • Proficiency in Microsoft PowerPoint, including creating, editing, and formatting presentation materials.
• Document Management Applications
  • Experience with Adobe Acrobat and/or Kofax PDF tools, including document assembly, redaction, page manipulation, bookmarks, headers, and footers.
  • Familiarity with Litera products, including document creation, redlining, and comparison tools preferred.
  • Familiarity with DocXtools or equivalent document-formatting tools preferred.
  • Experience using document management systems, including NetDocuments or similar platforms preferred.
• Business & Generative AI Applications
  • Familiarity with Emburse (Chrome River), Claude, Copilot, Harvey, InterAction (or similar CRM systems), Intapp Time, Microsoft Teams, Replicon, and DocuSign preferred.

Working Conditions

• Candidates are required to be within commuting distance of a V&E office.
• Job is performed in a typical office environment, but is subject to time pressures and constraints, and is primarily dependent on input from others.
• Long hours are required periodically and overtime may be required.

Disclaimer

• The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job.
• Vinson & Elkins LLP is an equal opportunity employer. All qualified applicants will receive considerations for employment without regard to race, color, religion, sex, national origin, age, disability, or protected veteran status.