Legal Administrative Assistant No. 2

Reports To: Assigned Attorneys, Chief Administrative Officer, and Human Resources Director
FLSA Status: Non-Exempt
Location: Austin, TX

DUTIES AND RESPONSIBILITIES
Join a highly dedicated and valued administrative team in the growing regional Austin, Texas Office of the countrys oldest and largest environmental law firm headquartered in Washington D.C. The Legal Administrative Assistant works within a collegial and team-oriented office environment to deliver impeccable and sophisticated professional services to internal and external corporate clients. The Legal Administrative Assistant will directly support a team of attorneys, including shareholders and associates, with a range of counseling, advocacy, transactional, enforcement and litigation matters in a fast-paced, high-stakes and deadline-oriented environmental law practice. As part of a highly entrepreneueurial regional office, this position will also include support for attorney and office business development teams, projects and marketing events, together with the Marketing Department. This position will also provide backup support to members of our secretarial team, as well as our receptionist when needed. Hybrid work arrangement with three days in the office required.
Document Production and Management
1. Prepare Word and Excel documents, using prescribed company formats, including development of comparisons, conversions, merges, creation of tables of contents/authorities, etc.
2. Prepare and assist attorneys with PowerPoint presentations, including basic graphic enhancements (e.g., SmartArt, graphs/charts, inserting images from a pre-licensed image library).
3. Proofread all documents (both draft and final) to ensure accuracy of copy, grammar, punctuation, and syntax, as well as conformance to company formats.
4. Prepare correspondence for attorney review.
5. Convert documents to and from PDF and Word formats, edit and review for accuracy and completeness.
6. Set up and maintain client, work, chronological, pleading, and personal files in iManage. Coordinate transfer of inactive or closed files to Records Coordinator or offsite storage facilities. Maintain an electronic index of all files in the firms standard format.

Administrative Duties
1. Calendaring.
a. Schedule and coordinate meetings, appointments, and conferences, including booking conference rooms, arranging catering, preparing printed materials, and assisting with setup and cleanup.
b. Maintain calendars for attorneys and provide timely reminders.
c. Greet and support clients at in-person office meetings.
2. Travel.
a. Coordinate attorneys national and international travel arrangements.
3. Billing.
a. Timely enter and review attorneys time in the Intapp Time system and coordinate the timely submission of attorneys time.
b. Review, edit, and correct client bills in draft form as generated by Elite. Develop spreadsheets of client matters for budget tracking purposes. Coordinate with other Legal Administrative Assistants on bills managed by other attorneys. Engage with client billing personnel to reconcile issues.
c. Reconcile monthly Visa statements for assigned attorneys. Process expense reports and obtain checks or petty cash as required.
4. Communications & Correspondence
a. Receive, screen, and transfer telephone calls. Distribute messages to the appropriate individuals.
b. Promptly process incoming mail.
c. Add and maintain attorney contacts in the InterAction client relationship management system. Identify and update outdated contact information and merge duplicate contacts. Input notes and activities as appropriate for each contact (e.g., meetings, events, marketing activities). Add and remove contacts on the firms distribution lists. Assist attorneys with basic questions about InterAction, including InterAction for Microsoft Outlook (IMO).
d. Coordinate with various departments and other regional offices and maintain positive and working internal relationships.

Litigation Support Duties
1. Develop and maintain knowledge of procedures for filing with state and federal courts and agencies.
2. Track litigation deliverables and requests made by attorneys, paralegals, and clients. Docket case and motion schedules per local, state, and federal rules.
3. Arrange timely document production (printing, bindery, and scanning) and delivery.
4. Perform processes associated with court services, including filing, requesting transcripts, and litigation searches.
5. Maintain paper and electronic office filing.

Other
1. Maintain advanced knowledge of MS Word, Outlook, PowerPoint, Elite, InterAction, and other programs needed to accomplish job objectives.
2. Assist with office operations tasks.
3. Provide overflow services as requested by Human Resources or other team members.
4. Participate as an active member of the secretarial team and support fellow team members as needed.
5. From time to time, be available to work overtime in the evening or on weekends as requested.

Skills and Experience
Required
1. College graduate with a Bachelors degree or equivalent legal administrative experience in a law firm environment.
2. Proficiency in MS Office and Adobe suite.
3. Strong organization skills with excellent attention to detail.
4. Ability to prioritize, organize workflows, and use time efficiently.
5. Excellent communication (oral and written), analytic, and problem-solving skills.
6. Excellent judgment and high level of discretion and ability to maintain client confidences.
Preferred
1. 3 years of experience supporting attorneys, executives or managers
2. Spanish-speaking, graphics design a plus.