Transactional Legal Administrative Assistant

Legal Administrative Assistant

A premier Texas-based law firm with more than 500 attorneys across multiple offices is seeking a Legal Administrative Assistant to support real estate attorneys and corporate law attorneys. The firm is known for its sophisticated legal work, collaborative culture, and long-standing relationships with leading companies in industries including real estate, energy, healthcare, technology, finance, and litigation.

Real Estate & Public Finance 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.
• Support public finance transactions by preparing and organizing orders, certificates, notices, affidavits, bond documents, and related materials.
• Assemble transcripts for submission to the Texas Attorney General's Office and assist with preparation of closing transcripts and bond closing materials.
• 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.
• Perform additional administrative and clerical duties as assigned.

Qualifications

• High school diploma or GED required; bachelor's degree preferred.
• Minimum of 35 years of legal administrative support experience within a transactional practice required.
• Prior Public Finance experience preferred.
• Prior law firm or professional services experience preferred.
• Knowledge of legal terminology, legal documentation, and legal processes related to Real Estate and Public Finance 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