Legal Administrative Assistant - CA Litigation Support

Job Title: Legal Administrative Assistant – CA Litigation Support

Location: Richmond, VA

Job Type: Full-Time, Non-Exempt, On-site

Job Summary:

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.

Responsibilities may include, but are not limited to, the following:

• 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.

Qualification 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.

What We Offer:

• Competitive salary and benefits
• Professional growth opportunities within a collaborative law firm
• Inclusive, service-focused culture

We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.