Real Estate Legal Administrative Assistant

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

About the role

The Real Estate Legal Administrative Assistant provides advanced administrative and legal support to attorneys within the Firm's Real Estate practice area. This role supports real estate transactions and related legal activities through document preparation, transaction coordination, billing support, file management, and client service. The position requires strong technical skills, attention to detail, and the ability to manage multiple priorities while supporting attorneys in a fast-paced legal environment.

Responsibilities

• Real Estate Transaction Support
  • Assist with drafting, organizing, and managing documents related to real estate transactions, including escrow instructions, title and survey review, entity formations, UCC searches, local transfer requirements, and due diligence materials.
  • Draft closing documents, agreements, third-party consents, schedules, and exhibits.
  • Maintain transaction files and organize supporting documentation throughout the transaction lifecycle.
• Legal Administrative & Billing Support
  • Prepare, proofread, and format legal documents, correspondence, presentations, and other materials.
  • Assist with timesheet entry, prebill review, billing revisions, and client billing processes.
  • Review vendor invoices for accuracy and prepare check requests for payment processing.
  • Open new matters and submit conflict requests.
  • Maintain accurate client intake documentation.
• Calendar, Meeting & Workflow Management
  • Coordinate attorney calendars, deadlines, meetings, appointments, and travel arrangements.
  • Monitor deadlines and proactively follow up on client and transaction-related activities.
  • Coordinate logistics for meetings, closings, training programs, presentations, and business development activities.
  • Anticipate attorney needs and assist with workflow management to improve efficiency.
• Document & Records Management
  • Maintain and organize hard-copy and electronic files.
  • Profile and manage documents and email correspondence within the Firm's document management system.
  • Ensure proper storage, organization, and retrieval of legal records and transaction documents.
  • Maintain client files, notebooks, and transaction records.
• Client Service & Team Support
  • 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.
  • Perform overflow assistance and additional administrative duties as assigned.

Requirements

• High school diploma or GED required; bachelor's degree preferred.
• Minimum of 3 years’ legal administrative support experience within a Real Estate practice required.
• Prior law firm or professional services experience preferred.
• Knowledge of legal terminology, legal documentation, and legal processes related to Real Estate matters.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with document management systems (iManage preferred).
• Experience with time entry, billing systems, and database software.
• Strong organizational, communication, proofreading, and time management skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong attention to detail and customer service orientation.
• Ability to maintain confidentiality and exercise discretion.

Work Conditions

This position operates in a typical professional office environment with standard equipment.