Legal Administrative Assistant

Duties and Responsibilities

• Provide comprehensive secretarial and administrative support to a team of 4–5 attorneys across general civil and commercial litigation matters.
• Manage case deadlines, court filings, and docket entries with precision; maintain the court docket including all calendaring and docket control orders.
• Prepare, draft, proofread, and finalize legal documents, including motions, petitions, pleadings, discovery requests and responses, and correspondence.
• File and serve documents in Texas state and federal courts, including electronic filing (e-filing) through applicable court systems.
• Schedule and coordinate court hearings, depositions, mediations, arbitrations, and other proceedings; arrange attorney travel as needed.
• Aid attorneys with trial preparation, including organizing exhibits, preparing witness lists, assembling trial binders, and tracking trial logistics.
• Accurately enter and maintain billable time records and assist with billing-related administrative tasks for attorney review.
• Open new client matters and maintain organized, up-to-date case files within the firm’s document management system.
• Maintain attorney calendars, coordinate scheduling conflicts, and send timely reminders for critical deadlines.
• Communicate professionally with clients, opposing counsel, court personnel, and internal colleagues, answer and direct telephone calls and emails promptly.
• Source and verify case intelligence, including court rules, local procedures, and opposing party information.
• Process various administrative and financial tasks including expense reimbursements and matter-related procurement.

Requirements

• Minimum 7 years of legal secretary experience, with substantial exposure to litigation in a law firm setting.
• Demonstrated experience in general civil litigation and commercial litigation required.
• Prominent ability to manage a high-volume workload supporting 4 or more attorneys simultaneously.
• Advanced proficiency in Microsoft Office Suite (Word, Outlook, Teams, Excel); strong command of legal document formatting in Word required.
• Familiarity with e-filing procedures in Texas state courts and federal district courts.
• Knowledge of local and Federal electronic filing and document retention i.e. E-file Texas and Pacer.
• Experience with document management software (e.g., iManage, NetDocuments, or similar) is a plus.
• Knowledge of Texas Rules of Civil Procedure, Federal Rules of Civil Procedure, and applicable local rules.
• Notary Public commission desired but not required.
• High school diploma required; Associate degree or equivalent legal education preferred.

Skills and Abilities

• Exceptional written and verbal communication skills.
• Strong organizational and time-management skills with the ability to prioritize competing deadlines.
• High degree of accuracy and attention to detail in all work product.
• Unwavering commitment to confidentiality and professional discretion.
• Ability to work independently on routine tasks and collaboratively as a key team member.
• Client-service orientation with a professional, responsive demeanor.
• Basic proficiency with office equipment (printers, scanners, copiers, fax machines).

Benefits and Perks

• Competitive benefits package that includes medical, dental, vision, life insurance, short & long term disability and other ancillary benefits.
• Generous Firm contribution to employee HSA Accounts each year, as well as, matching and profit sharing in our Firm’s 401(k)profit sharing program.
• Central downtown location and choice of firm-paid garage parking or firm-paid monthly transportation allowance.
• Digital family planning platform providing support through various life journeys and Backup Care Benefit.
• Generous paid time off and 11 paid holidays.
• Wellness Program that includes reimbursement for qualifying fitness and wellness expenses, GoPivot wellness platform, TelaDoc resources for physical and mental health appointment, and Employee Assistance Program (EAP).
• Quarterly training program for professional development.
• Competitive salary that reflects your experience and skills.
• Newly renovated office with cold brew/tea on tap, elevated coffee/espresso machines, and snacks in the kitchen.