Legal Administrative Assistant - The Phoenix Group : Job Details

Our client, a multinational law firm, is seeking a Legal Administrative Assistant to join their team in the Austin office!

Role Overview:

• Collaborates with legal secretarial staff and other teams to provide designated and ad-hoc administrative support, contributing to exemplary service delivery.
• Drafts letters and documents, gathers and analyzes information, and prepares required materials.
• Performs general word processing tasks, including creating, editing, and proofreading legal documents, forms, and correspondence, ensuring accuracy and completeness.
• Coordinates conference calls and manages logistics.
• Prepares materials for mailing and overnight delivery, including printing, assembling, copying, and ensuring proper delivery.
• Schedules conference rooms and arranges related services such as meals and multimedia as requested.
• Coordinates travel arrangements through the Firm's travel department when needed.
• Assists with time note entry, including inputting, editing, proofreading, and closing them on a daily basis.
• Prepares expense reimbursements, processes invoice payments, and submits check requests as needed.
• Supports the billing process by editing prebills, generating reports, and sending final invoices.
• Helps create and maintain client/matter and communication lists.
• Assists with organizing and maintaining physical and electronic files, in coordination with the Records Department, ensuring timely updates. Creates and maintains working files and binders as requested, and uses Records Management to store and retrieve emails and files accurately.
• Utilizes Outlook to schedule appointments and maintain calendars, and updates contacts in both Outlook and Salesforce.
• Assists in planning and organizing events and gathering marketing materials.
• Proactively follows up with secretaries for feedback on completed tasks and seeks additional assignments.
• Promotes the Firm's Client Service Principles through leadership, teamwork, work product quality, and personal interactions.
• Ensures compliance with the Firm's Information Handling Policy, safeguarding confidential information and reporting any suspected breaches immediately.
• Adheres to the Firm's General Safety Practices and any specific departmental or building safety protocols.

Experience:

• High School Diploma required; Bachelor's degree preferred.
• Systems experience - Chrome River, Excel, Elite 3E is a plus not required.
• At least 2 years of administrative experience, legal secretary experience is a plus.
• Previous experience in a legal or professional services environment is preferred.
• Strong attention to detail and excellent organizational skills.
• Client service-oriented with strong communication skills, capable of interacting effectively with staff at all levels.
• Flexibility with work hours and availability for overtime when needed.

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.