Legal Administrative Assistant - Environmental/Regulatory/Legislative

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

Legal Administrative Assistant (Environmental/Regulatory/Legislative)

FLSA Status: Non-Exempt

Department: Environmental/Regulatory/Legislative

Reports To: Office Administrator

Jackson Walker, the largest law firm in Texas, has an exciting full-time employment opportunity for a Legal Administrative Assistant (LAA) in our Austin office. This role provides high-level administrative support to attorneys within the Environmental/Regulatory/Legislative Practice Group (“ERL PG”) in Austin.

ESSENTIAL DUTIES & RESPONSIBILITIES:

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

• Maintain positive contact with attorneys and support staff, while observing confidentiality of client, personnel, and Firm matters.
• Prepare, proofread, and format legal documents such as pleadings, discovery, correspondence, memoranda, and exhibits.
• Provide accurate timesheet entry, review, and revision; participate in timely review and submission of prebills and/or client bills; assist with preparation of matter budgets and tracking of same.
• Perform e-Filings in regulatory agencies.
• Maintain and organize electronic files in the appropriate iManage folder.
• Establish and monitor calendaring of deadlines and key dates.
• Open new matters and submit conflicts of interest requests.
• Monitor regulatory case dockets to maintain accurate electronic files in iManage.
• Coordinate and schedule travel, meetings, and appointments for attorney(s); assist with expense reimbursements.
• Maintain good communication with clients and observe confidentiality of attorney-client relationship; answer client phone calls and messages to attorney(s) in a timely and courteous manner.
• Manage hard copy documents and transmit for safekeeping, profile electronic documents/e-mails, and manage distribution of correspondence and legal documents.
• Manage and prioritize incoming workflow to meet all deadlines.
• Perform overflow assistance and perform other administrative and secretarial duties as requested.

QUALIFICATIONS:

• Excellent knowledge of Microsoft 365, especially Word and Outlook
• Proficient knowledge of legal documents, formatting, table of contents, styles, track changes, pdf documents – inserting and labeling, converting pdf documents to Word
• Proficient experience level working with a document management system (iManage experience a plus)
• Experience with time entry systems, e-Filing platforms, file opening, and conflict checks.
• Good grammatical and writing skills
• Comfortable communicating with clients in a professional manner
• Must be highly organized and able to manage multiple concurrent projects
• Ability to multi-task and work closely with attorneys in a fast-paced busy role
• Ability to organize and prioritize numerous tasks and complete them under time constraints
• Demonstrate the ability to think critically and show initiative
• Ability to handle confidential documents and information appropriately

Education:

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

Experience:

• Minimum of 5 years’ experience:
  • Administrative Law and Contested Case Litigation Experience required (e.g., PUC, Railroad Commission, SOAH and TCEQ)
  • Experience with Data Rooms and Discovery Management
• Prior law firm experience preferred

Working Conditions:

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