Corporate Legal Administrative Assistant

Jackson Walker•Austin, TX

2d•Onsite

About The Position

Jackson Walker, the largest law firm in Texas, has an exciting full-time employment opportunity for a Corporate Legal Administrative Assistant in our Austin office. The Corporate Legal Administrative Assistant provides high-level administrative and transactional support to attorneys and practice teams within the Corporate Department. This role maintains positive contact with clients, attorneys, and support staff and observes strict confidentiality of client, personnel, and firm matters.

Requirements

High school diploma or GED required.
Minimum of 3 years’ administrative experience supporting attorneys in a law office.
Proficient utilization of MS Word (using styles for formatting), Adobe Acrobat Professional, pdfDocs, and familiarity with MS Excel, MS PowerPoint, and Time Entry systems.
Proficiency organizing electronic files and documents using a document management system (iManage experience a plus).
Excellent organizational and communication skills; ability to work independently and as a team member; strong prioritization, attention to detail, accuracy, problem solving, detailed proofreading, and editing skills are essential.
Strong interpersonal skills to communicate effectively in person, by email, and by telephone with a diverse group of clients, attorneys, and staff with courtesy and tact.
Ability to effectively prioritize and manage competing demands while supporting multiple attorneys and matters.

Nice To Haves

Bachelor’s degree preferred.
Experience supporting corporate transactional practices preferred.
Experience filing and retrieving documents using EDGAR preferred.

Responsibilities

Prepare, proofread, and format legal documents such as correspondence, transactional documents, closing binders, and contracts.
Manage hard copy documents and transmit for safekeeping, profile and organize electronic documents/e-mails in appropriate iManage folder, and manage distribution of correspondence and legal documents.
Submit conflicts of interest requests to facilitate opening and maintain client and general files.
Monitor deadlines and proactively follow up on client and transaction-related activities.
Use document formatting tools (including styles, cross-referencing, and track changes) to ensure consistency and accuracy.
Use Adobe Acrobat to edit PDFs, create closing binders, and convert documents between formats.
Use Excel to prepare and maintain closing checklists and transactional tracking documents.
Assist with accurate timesheet entry, review, and revision; participate in timely review and submission of prebills and/or client bills.
Submit expense reimbursements and request checks as needed.
Review and ensure accuracy of vendor invoices; prepares accurate check requests and timely submits invoices for payment to client or accounting.
Handle incoming mail and coordinate courier services when necessary.
Provide professional customer service to clients, vendors, attorneys, and internal stakeholders.
Support assigned attorneys while providing backup assistance to other team members as needed.
Collaborate effectively in a team-oriented environment.
Provide overflow assistance and additional administrative duties as assigned.
Establish and maintain deadlines through the appropriate calendaring system.
File and retrieve documents using EDGAR when required.
Enter billable time for attorneys and assist with revisions to pre-bills.
Coordinate and schedule travel, meetings, and appointments.