Land Use Legal Administrative Assistant - Jackson Walker

Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening.

Land Use Legal Administrative Assistant

FLSA Status: Non-Exempt

Department: Land Use

Reports To: Office Manager

Jackson Walker, Texas’ largest law firm, has an exciting full-time employment opportunity for a Legal Administrative Assistant in our Austin office. The Land Use Legal Administrative Assistant will provide secretarial and administrative assistance to attorneys in our Land Use Practice Group (“PG”), performing complex and specialized secretarial and clerical tasks while working collaboratively with others in a team-oriented environment. This position supports a set of attorneys as a primary assignment and also provides back-up secretarial assistance to others as assigned.

ESSENTIAL DUTIES & RESPONSIBILITIES:

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

• Provides excellent customer service to clients – answer and direct phone calls, relay messages to attorney(s), greeting clients for scheduled meetings.
• Ensures mail is sent out of the office correctly and timely – i.e., regular/certified/overnight mail.
• Assists in the drafting, management, and organization of various documents related to real estate transactions, including:
  • Escrow instructions
  • Title and survey review
  • Closing documents including but not limited to: basic agreements and third-party consents
• Regularly and proactively anticipates needs of assigned attorneys in order to promote timekeeper efficiencies (i.e., drafts correspondence, prepares legal documents).
• Assists with accurate timesheet entry, review, and revision.
• Performs timely review and ensures accuracy of vendor invoices; submits invoices to client or accounting for payment in a timely manner.
• Prepares accurate check requests and assists with expense reimbursements.
• Participates in the timely review and submission of prebills and/or client bills.
• Calendar management – routinely reviews and follows up on client deadlines; calendars appointments for attorneys; coordinates scheduling and makes necessary arrangements for meetings.
• Prepares and submits client intake forms accurately.
• Updates client files and notebooks on a regular and consistent basis.
• Exhibits strong clerical skills including typing, word processing, mail and contact management, spreadsheets, presentations, and proficient user knowledge of the Firm’s systems and databases.
• Performs other work-related duties as assigned.

QUALIFICATIONS:

• Demonstrated knowledge of legal terminology, legal documents, and legal processes in the Land Use Department.
• Strong computer proficiency in the use of Microsoft 365 (Word, Excel, PowerPoint and Outlook).
• Experience working with a document management system (iManage experience a plus).
• Experience utilizing Time Entry and database software.
• Able to coordinate multiple tasks concurrently and meet deadlines while maintaining a professional demeanor.
• Excellent communication skills, both written and verbal – demonstrated understanding of correct grammar, spelling, and punctuation.
• Strong time management skills and ability to work under pressure in a fast-paced environment.
• Exemplary organizational and interpersonal skills with a high attention to detail.
• Consistent demonstrated ability to think critically, show initiative, and adaptable to change.
• Ability to handle confidential documents and information appropriately.
• Contribute to and execute the goals of the team – willing and capable to offer assistance to others and also seeking assistance timely when needed.

Education:

• Bachelor’s degree from an accredited college or university preferred
  • High school diploma or GED required

Years of Experience:

• Minimum of 3 years’ experience
• Prior law firm or land use experience preferred

Working Conditions:

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

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.

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.