Legal Administrative Assistant

Barnes & Thornburg LLP • Dallas, TX

3d

About The Position

Provides comprehensive administrative and secretarial support to assigned attorneys in accordance with established firm policies and procedures. Maintains positive and professional interactions with clients, attorneys, and staff while handling confidential client matters with discretion. The role offers opportunities for billable work, expanded responsibilities, and continued growth over time. This is a client-facing position that includes overseeing client intake and scheduling client appointments, as well as supporting Dallas business development and CRM-related duties. The employee must be able to perform essential duties satisfactorily, with or without reasonable accommodation. Duties and responsibilities may change based on Firm needs, temporarily or permanently, with or without notice.

Requirements

• College degree or three to five years of legal administrative assistant experience.
• Proficiency with Microsoft Office and document management systems.
• Ability to quickly learn and effectively use Firm systems, technology, and other legal administrative tools.
• Strong organizational skills and ability to prioritize and manage multiple assignments and competing deadlines.
• Ability to adapt quickly to different attorneys, practice groups, workflows, and assignments.
• Strong written communication, proofreading, grammar, spelling, and document formatting skills.
• Strong interpersonal skills and ability to communicate professionally and courteously with attorneys, clients, and colleagues.
• Ability to work independently and collaborate effectively with Legal Administrative Assistants and office teams.
• Strong attention to detail and commitment to accuracy and responsiveness.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Flexibility to work additional or irregular hours when business needs require.

Nice To Haves

• Experience supporting multiple attorneys and/or practice areas.

Responsibilities

• Draft, edit, redline, format, and proofread correspondence and legal documents, including engagement letters and memoranda.
• Manage incoming calls, screen and route calls to attorneys, and take messages as needed.
• Maintain assigned attorneys’ calendars, including scheduling appointments, travel, conference calls, and meetings with clients and other parties.
• Process incoming and outgoing mail and arrange timely delivery through appropriate mail or courier services.
• Schedule meetings and reserve conference rooms using the Firm’s conference reservation system.
• Assist with new client matter intake and open, maintain, and close client and matter files in accordance with Firm procedures.
• Coordinate conflicts checks with other attorneys’ matters and draft conflict waiver letters as necessary.
• Greet clients and visitors, maintain positive client relations, and preserve the confidentiality of the attorney-client relationship.
• Maintain Outlook contacts for assigned attorneys according to their preferences.
• Assist the accounting billing assistant with month-end billing and other billing matters as requested by assigned attorneys.
• Prepare and submit expense reports, reimbursements, and attorney business-related expenses.
• Assist with billing, time entry, and other administrative functions as requested.
• Provide document preparation, formatting, proofreading, filing, scanning, and copying support.
• Prepare and update closing binders as necessary.
• Coordinate UCC searches, filings, and related vendor payments as needed.
• Oversee client intake and schedule appointments with clients.
• Support Dallas business development efforts and CRM-related duties.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level