Legal Administrative Assistant - Environmental/Regulatory/Legislative

Jackson Walker Llp - Austin, TX

Full-time

Austin, TX

Professional, Scientific, and Technical Services

About the position

The Legal Administrative Assistant position at Jackson Walker is a full-time role that provides high-level administrative support to the Environmental/Regulatory/Legislative team based in Austin, Texas. This position is crucial in maintaining effective communication and coordination within the team and with clients, ensuring that all administrative tasks are handled efficiently and confidentially. The assistant will be responsible for managing various administrative functions, including scheduling travel, meetings, and appointments for attorneys, as well as assisting with expense reimbursements. In addition to scheduling and travel coordination, the role requires accurate timesheet entry, review, and revision, along with participation in the timely review and submission of prebills and client bills. The assistant will also be tasked with maintaining good communication with clients, ensuring confidentiality in all attorney-client interactions, and responding to client phone calls and messages promptly and courteously. The position involves managing hard copy documents, transmitting them for safekeeping, and profiling electronic documents and emails. The assistant will also manage the distribution of correspondence and legal documents, prioritize incoming workflow to meet deadlines, and perform other administrative and secretarial duties as requested. This role demands a high level of organization, the ability to manage multiple concurrent projects, and excellent communication skills, particularly in a fast-paced legal environment.

Responsibilities

• Coordinate and schedule travel, meetings, and appointments for attorney(s); assist with expense reimbursements.
• Provide accurate timesheet entry, review, and revision; participate in timely review and submission of prebills and/or client bills.
• Maintain good communication with clients and observe confidentiality of attorney-client relationship; answer client phone calls and messages to attorneys in a timely and courteous manner.
• Manage hard copy documents and transmit for safekeeping, profile electronic documents/emails and manage distribution of correspondence and legal documents.
• Manage and prioritize incoming workflow to meet all deadlines.
• Perform other administrative and secretarial duties as requested.

Requirements

• Must be highly organized and able to manage multiple concurrent projects.
• Comfortable communicating with clients.
• Excellent knowledge of Microsoft Office, especially Word and Outlook.
• Working knowledge of legal documents, formatting, table of contents, styles, track changes, inserting and labeling pdf documents and inserting into documents and converting pdf documents to Word.
• Experience working with a document management system (iManage experience a plus).
• Good grammatical and writing skills.
• Ability to multi-task and work closely with attorneys in a fast-paced busy role.
• Minimum of 5 years' experience.
• Experience working in a law firm preferred.
• Experience with PUC filings, SOAH & TCEQ filings.