Senior Legal Assistant at Vaco, LLC
Boston, MA 02108
About the Job
Overview: Vaco is conducting a confidential search on behalf of an esteemed organization for a highly organized and proactive Legal Assistant to join their dynamic legal team in Boston, MA. This hybrid role requires presence in the office on Tuesdays, Wednesdays, and Thursdays. Detailed client information will be shared with shortlisted candidates.
Key Responsibilities:
- Administrative Support: Provide comprehensive administrative support to the legal team, including attorneys and paralegals. Focus on supporting a key legal executive with calendar management, meeting setup, and occasional international travel arrangements.
- Board Meeting Assistance: Assist with the preparation and coordination of Board of Directors meetings. Manage materials through an internal Board portal, secure necessary signatures, and maintain accurate records of meeting minutes and related documents.
- Invoice Processing: Handle legal invoice processing using an e-billing platform, ensuring timely and accurate accruals, new vendor setups, and user administration.
- Document Management: Oversee the entry and management of contracts in the legal management database. Maintain files for Disclosure Controls and Procedures, and manage SEC filing signatures.
- Collaboration and Communication: Interact regularly with senior leadership and board members, ensuring confidentiality and attention to detail in all communications and document handling. Utilize collaboration technologies like MS Teams and SharePoint effectively.
- Material Development: Develop and edit materials such as PowerPoint presentations, reports, and agendas. Gather and summarize information from various sources to support the legal team’s initiatives.
- Travel Coordination: Arrange travel logistics, including international travel, and prepare related expense reports. Assist with maintaining professional memberships and certifications as required.
- Office Management: Maintain office supplies, manage correspondence, and ensure all administrative details are handled efficiently and effectively.
- Minimum of 7 years of high-level administrative support experience, with a strong preference for candidates with legal experience in a law firm or corporate legal department.
- High School diploma or GED required; additional post-secondary education or certifications are preferred.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with legal-specific software such as Legal Tracker or Diligent.
- Demonstrated ability to handle confidential information with discretion and maintain professionalism under pressure.
- Strong organizational skills, with the ability to manage multiple priorities and meet deadlines.
- Excellent written and verbal communication skills, with a keen eye for detail and accuracy.
- Experience in managing calendars, travel arrangements, and expenses, preferably with tools like Concur.
- A supportive and inclusive work environment that encourages innovation and collaboration.
- Competitive compensation package with benefits and opportunities for professional growth.
- Hybrid work environment, offering a balance between remote work and office presence.
- Comprehensive benefits package, including vacation and health benefits.
- A culture of open feedback and support, ensuring your success is our priority.
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco 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 LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC 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 HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco 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 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 agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s 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.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco 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 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 eligible for discretionary bonuses.
