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Job Description:
Our client, a full-service litigation and business law firm located in downtown Austin, is seeking a Senior Executive Legal Assistant to join their team. This person will be responsible for providing point-of-contact executive administrative support to high revenue-generating attorneys, ensuring seamless daily operations and enabling attorneys to focus on client service and business development. This role will successfully manage multiple projects and competing priorities, including delegating specific duties to other teams when appropriate.
Working within a collaborative team structure, this individual will share overflow responsibility and provide support to all assigned timekeepers when capacity allows. The ideal candidate communicates effectively, courteously, and professionally with clients, visitors, staff, and attorneys. Executive-level attention to detail, strong grammar and proofreading skills, and advanced technical and organizational capabilities are essential to success in this position.
This is a permanent opportunity offering a hybrid schedule, flexible hours, business casual dress code, and competitive compensation, comprehensive benefits, and 401(k) matching.
Responsibilities:
- Coordinates all workflow for assigned attorneys, delegating specific tasks to other teams, including follow up and quality control.
- Coordinate client communications, manage sensitive information, and serve as a liaison between attorneys, clients, and internal departments.
- Proactively anticipate the needs of attorneys, manage priorities, and resolve administrative challenges with minimal supervision.
- Support business development initiatives, including coordinating events, preparing pitch materials, and maintaining client databases.
- Calendar and schedule management: Assists in coordinating attorney’s calendars, and meeting arrangements. Makes travel arrangements and prepares itineraries.
- Project management: Coordinate and track ongoing projects, ensuring deadlines and deliverables are met; monitor project milestones, update status reports, and communicate progress to attorneys and stakeholders; assist with the preparation of project plans, timelines, and resource allocation.
- E-mail management: Proactively manage attorneys’ inboxes, prioritizing and flagging urgent communications; draft, review, and respond to emails on behalf of attorneys as directed; organize and archive email correspondence for easy retrieval.
- Document management: Prepare, edit, format, and proofread legal documents, correspondence, and presentations with a high degree of accuracy; manage version control, file organization, and secure document storage in compliance with firm policies; facilitate the execution, filing, and distribution of legal documents.
- Processes new client/matter intake: Prepares and processes new matter forms, requests conflict checks, and opens new files.
- Coordinates accounting administrative functions: Coordinates client billing matters, prepares billing letters and other requested client financial updates; assists attorneys with tracking and monitoring alternative fee arrangements; assists attorneys with automation, tracking and monitoring of matter budgets.
- Works collaboratively in a team: Proactively demonstrates effective teamwork and communication with team members and all Firm personnel. Actively participates in regular team meetings to discuss current projects and workflow. Takes personal responsibility for regularly exchanging information and training tips with team members for maximum job effectiveness.
- Effectively uses workflow management software to log and manage workflow.
- Handle special projects and other duties as assigned to support the efficiency and success of the attorneys’ practices.
Qualifications:
- Bachelor’s degree with major coursework in a related field; or commensurate professional and educational experience required.
- 5+ years relevant experience providing comprehensive support to organizational leadership, preferably in a professional services environment.
- 3+ years relevant legal assistance experience required.
- Advanced proficiency in Microsoft Office Suite.
- Ability to handle confidential information of highest level.
- Minimum typing speed of 60 wpm; previous transcription experience preferred.
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