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Legal Administrative Assistant – Plano, TX

The Legal Administrative Assistant position is a non-exempt, full-time position. This position is responsible for providing administrative support to multiple attorneys and timekeepers in the financial services and commercial real estate practice groups.  It also assists with a variety of marketing initiatives and responsibilities for promoting the practice.  The position requires a confident, proactive professional with solid administrative experience. The ideal candidate will possess superb organizational skills, the ability to handle a multitude of tasks simultaneously, adapt quickly to meet deadlines and regularly exercise independent judgment.

PRIMARY RESPONSIBILITIES

  • Interact with staff and attorneys at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient
  • Deliver exceptional client service both internally and externally in a professional manner with discretion and confidentiality
  • Proactively demonstrate effective teamwork and provide assistance to other LAAs and timekeepers as time permits
  • Work collaboratively and cooperatively with other shared services departments
  • Independently use sound judgment and initiative to develop project timelines. Anticipate business needs of timekeepers; prioritize assignments, meet deadlines
  • Manage incoming and outgoing electronic communications (including telephone, e-mail, and fax)
  • Schedule and coordinate conference rooms including hospitality, facility and technology needs
  • Proactively manage busy calendars, prioritizing meeting requests with internal and external groups; schedule meetings, inform others of timekeepers’ whereabouts
  • Create, maintain and index client files, paper and electronic, in partnership with Records department. Perform routine filing, file retrieval and update document management system as necessary
  • Review and submit conflict checks, new clients and client matters
  • Submit check requests and prepare/submit expense reimbursements
  • Partner with Accounting department to ensure accuracy in billing pursuant to client requirements; perform pre-bill edits, prepare invoices for payment as requested by timekeepers
  • Type, format, edit, and save documents in document management system
  • Assist with preparing, drafting, and proofreading documents, including cross-referencing, and running document comparisons
  • Coordinates travel arrangements and prepares itineraries
  • Assists with closings, including close coordination with real estate paralegal to complete documents, obtain signatures, and prepare closing binders
  • Tracks and reports CLE hours for assigned attorneys

QUALIFICATIONS / SKILLS

  • 3+ years prior experience as an administrative assistant required
  • Experience in multiple areas of law a plus
  • Excellent oral and written communication skills, excellent organizational abilities, strong analytical and problem solving skills, and proactive business style required
  • Advanced skills with Microsoft Office preferred, including Word, Outlook, Excel, and PowerPoint
  • Typing speed of 60 wpm preferred

PHYSICAL REQUIREMENTS

  • Position is generally sedentary in nature; involves sitting most of the time, but may involve the need for inter-office mobility for brief periods of time
  • Ability to occasionally or routinely lift up to 10 – 20 lbs
  • Ability to efficiently communicate
  • Ability to perform repetitive motions required
  • Ability to see and read PC screens, detect color coding, read fine print, and/or normal type size print

Please send resume to jobs@spencerfane.com.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.

OUR CURRENT COVID-19 PRECAUTION(S)

  • Remote interview process
  • Personal protective equipment provided or required
  • Social distancing guidelines in place
  • Virtual meetings
  • Sanitizing, disinfecting, or cleaning procedures in place
  • Significant work from home support