Corporate Legal Administrative Assistant

Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening.

Corporate Legal Administrative Assistant

Department: Corporate

Reports To: Office Administrator

Location: Austin

FLSA: Non-Exempt

POSITION SUMMARY:

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.

ESSENTIAL DUTIES AND 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 enviroment.
• Provide overflow assistance and additional administrative duties as assigned.

Other general duties of the role include:

• 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.

QUALIFICATIONS:

• High school diploma or GED required.
• Bachelor’s degree preferred.
• 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).
• Experience supporting corporate transactional practices preferred.
• Experience filing and retrieving documents using EDGAR preferred.
• 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.

WORK CONDITIONS:

This position operates in a professional office environment with standard office equipment and minimal exposure to excessive noise or temperature fluctuations. Regular full-time in-office attendance is an essential function of the role. Occasional unscheduled overtime may be required to meet business needs.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, veteran status, sexual orientation, gender identity, pregnancy, genetic information, or any other characteristic protected by applicable federal, state, or local law and will not be discriminated against on the basis of disability. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job-related factors.

If you require a reasonable accommodation to complete the application or interview process, please contact us at [email protected]