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

FLSA Status: Non-Exempt

Department: Corporate

Reports To: Office Administrator

Jackson Walker, the largest law firm in Texas, has an exciting full-time employment opportunity for a Corporate Legal Administrative Assistant in our Houston office.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Specific duties of this position include, but are not limited to:

• Prepare standard correspondence and other documents as needed.
• Scan, profile, and e-mail client documentation to team members as directed.
• Manage electronic file documentation by saving into appropriate iManage folders.
• Handle incoming mail and make arrangements for courier services when needed.
• Establish and maintain deadlines associated with a file through the appropriate calendaring system.
• Use Innova to style documents; use Adobe Acrobat to create closing binders, edit PDF documents, and convert Word documents to PDF and PDF to Word; use Excel for closing checklists; and use cross-platform referencing and track changes.
• Use EDGAR to file and retrieve documents with the U.S. Securities and Exchange Commission.
• Request conflict of interest checks with Conflicts Coordinator, open files, and maintain all client and general files.
• Maintain good public relations with clients; observe confidentiality of attorney-client relationship.
• Make appointments for attorneys; schedule meetings and conferences and provide notice to all appropriate parties.
• Serve as liaison to clients and other attorneys, responding to inquiries as necessary.
• Make travel arrangements when needed; request checks and submit expense reimbursements when appropriate.
• Ensure billable time is processed before its deadline; proof time entries; review and edit pre-bills.
• Perform overflow assistance, as time permits and as requested by other attorneys and Office Administrator.

QUALIFICATIONS:

• Excellent organizational and communication skills, ability to work independently and as a team member, prioritizing effectively, attention to detail, accuracy, problem solving, detailed proofreading and editing are essential for success in this position.
• Proficient utilization of MS Word (using styles for formatting), Adobe Acrobat Professional, pdfDocs, and a familiarity with MS Excel, MS PowerPoint, and Time Entry.
• Proficiency with document management systems (iManage experience a plus).
• Interpersonal skills necessary to communicate in person, by e-mail, and telephone, and follow instructions effectively from a diverse group of clients, attorneys, and staff to provide information with courtesy and tact.

Education:

• Bachelor�s degree from an accredited college or university preferred; high school diploma or GED required.

Years of Experience:

• 4+ years of corporate secretarial experience required.

Working Conditions:

• Normal office environment with little exposure to excessive noise and temperature.

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, marital status, pregnancy, genetic information, or any other characteristic protected by 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.

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.