Legal Administrative Assistant - CA Litigation Support

Whiteford, Taylor & Preston, LLP•Richmond, VA

4d•Onsite

About The Position

Whiteford’s Richmond, VA office is seeking a Legal Administrative Assistant to support the Community Associations practice group in a fast-paced, team-oriented environment. This role is ideal for a detail-oriented professional who understands litigation workflows, court procedures, and the importance of accuracy, responsiveness, and client service.

Requirements

Minimum 3+ years of legal administrative assistant experience, preferably supporting litigation or legal practice groups in a law firm environment.
Strong working knowledge of litigation procedures, court rules, and filing requirements.
Experience with state and federal e-filing systems preferred.
Proficiency with Microsoft Office (Word, Outlook, Excel); experience with legal document management systems, e-filing platforms, and jurisdictional land record databases preferred.
Excellent organizational skills, attention to detail, and ability to manage competing deadlines.
Professional demeanor with strong written and verbal communication skills.
Ability to communicate effectively and collaborate within a team environment while managing individual responsibilities.
Ability to adapt to changing priorities, maintain performance under pressure, and work within time constraints.

Responsibilities

Provide comprehensive administrative support to Community Associations paralegals and attorneys.
Prepare, format, and proofread legal documents including correspondence, pleadings, motions, and filings.
Proofread, copy, scan, mail, and fax legal documentation via hard copy or the court’s e-filing system, ensuring timely and accurate filing of court documents in state and federal courts.
Coordinate court filings, including electronic filing and service of process, in accordance with court rules and deadlines.
Organize and maintain electronic and hard-copy case files in a systematic manner to ensure easy retrieval and compliance with firm and court requirements.
Maintain calendars and track important case deadlines, hearings, and related litigation activities.
Enter case notes promptly after mailing or filing legal documents to ensure accurate and up-to-date case records.
Assist with litigation and matter preparation, including organizing documents, exhibits, and supporting materials as needed.
Request and submit check requests in accordance with firm procedures to ensure timely processing of payments.
Ensure compliance with organizational policies, procedures, and regulatory requirements related to data entry, privacy, and security, maintaining strict confidentiality when handling sensitive debtor information.
Provide guidance and training to new staff members on data entry procedures, software systems, and best practices to support accurate and efficient data management.
Communicate professionally with clients, courts, opposing counsel, and internal teams as needed.
Assist with general office tasks, including scanning, copying, and organizing documents, and provide overflow support and coverage for the Community Associations practice group.