Corporate Legal Administrative Assistant

About the role

The Corporate Legal Administrative Assistant supports attorneys and practice teams within the Corporate Department at Jackson Walker, one of the largest law firms in Texas.

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.
• Maintain 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.
• Accurately enter and revise timesheets, review and submit prebills and/or client bills.
• Review and ensure accuracy of vendor invoices; prepare accurate check requests and timely submit 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 environment.
• Provide overflow assistance and additional administrative duties as assigned.
• Establish and maintain deadlines through the appropriate calendaring system.
• File and retrieve documents using EDGAR when required.
• 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.
• 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.