Legal Administrative Assistant Jobs in Virginia

Administrative Legal Assistant | Be the Steady First Point of Contact for Injured Clients

At Kilgore & Smith, we do more than handle personal injury cases. We help people rebuild their lives.

For more than 35 years, our firm has stood beside individuals and families throughout Fredericksburg and the surrounding communities during some of the most difficult moments they will ever face. When someone has been seriously injured, the first voice they hear when they call our office matters. They need someone who listens, responds with care, and makes them feel they are in the right place.

We are seeking an Administrative Legal Assistant who is organized, warm, dependable, and takes pride in keeping an office running smoothly. In this role, you will be the first point of contact for new and existing clients, handle intake, support our attorneys and paralegals with day to day legal work, and keep our office organized, stocked, and welcoming.

This is an opportunity to grow within a respected local firm where your work directly shapes how clients experience us. Every call you answer, every intake you complete, and every record you track helps our team serve people well when they need it most.

If you are naturally organized, calm under pressure, and enjoy being the person a team relies on, we would love to meet you.

CORE RESPONSIBILITIES:

Client and Customer Care

• Answer and direct incoming calls with professionalism, patience, and care
• Greet clients and visitors in person and create a welcoming first impression of the firm
• Manage office communications, including the general email inbox and incoming correspondence
• Respond to client questions, take accurate messages, and route them to the right team member promptly

Intake

• Speak with potential new clients, gather initial case information, and enter it accurately into our case management system
• Follow the firm's intake process and checklist from first call through scheduled consultation
• Track new inquiries and follow up so no potential client falls through the cracks

Medical Records

• Request medical records and bills from providers following the firm's medical records checklist
• Enter and track requests in our third party records retrieval system and in Needles
• Follow up on outstanding requests and keep the team informed on status

Legal Assistant Support

• Draft and edit routine correspondence, letters, and documents from firm templates
• Schedule appointments and manage calendars for attorneys and team members
• Complete data entry and administrative tasks in our case management system
• Maintain organized electronic and physical filing systems with consistent document naming
• Use legal AI tools such as Eve to organize client records and build case timelines
• Run administrative errands, including delivering court filings

Administrative and Office Support

• Process incoming and outgoing mail, deliveries, and courier pickups
• Manage office supplies, track inventory, and place orders before anything runs low
• Keep the office space, conference room, and common areas organized and client ready
• Support general office management and pitch in wherever the team needs help

QUALIFICATIONS:

• Experience in a law firm, medical office, front office, or customer service role preferred; personal injury experience is a plus
• Familiarity with medical records requests or legal terminology is a plus
• Excellent phone presence and verbal and written communication skills
• Strong organizational skills and attention to detail, especially with names, dates, and document accuracy
• Ability to manage multiple tasks and shift priorities throughout the day without losing track of details
• Proficiency in Microsoft Office and Outlook; comfort learning new legal technology, including AI tools, is essential
• Experience with case management software such as Needles is a plus
• Reliable transportation for occasional court and office errands
• Discretion and professionalism in handling sensitive, confidential client information
• A positive, team first attitude and a genuine desire to help people

WHY JOIN KILGORE & SMITH? Make a Difference Every Day

Behind every call is a person or family whose life has been disrupted by injury and uncertainty. The care and clarity you bring to that first conversation helps them feel supported from the very beginning.

Be Part of a Team That Has Your Back

We believe great results come from great teamwork. At Kilgore & Smith, attorneys and staff work together with trust, respect, and a shared commitment to serving our clients at the highest level. Your voice will be heard, your contributions will be valued, and your success will be celebrated.

Build a Career, Not Just Hold a Job

We are invested in your long-term growth. You will learn how a personal injury practice runs from the inside, build your legal knowledge, and have opportunities to grow your skills alongside experienced attorneys and paralegals.

Enjoy a Sustainable and Supportive Workplace

We believe exceptional legal work should not come at the expense of your well-being. We work hard, support one another, and intentionally foster a culture where professional success and personal balance can coexist.

Compensation: $22.00 per hour plus performance-based bonuses

Additional Benefits

• Competitive compensation
• Professional development opportunities
• Exposure to innovative legal technology
• A close-knit team that genuinely cares about its people

Pay: $21.00 - $22.00 per hour

Work Location: In person