Legal Administrative Assistant /Office Coordinator

Job Description

Job Description

Legal Administrative Assistant /Office Coordinator

A nationally recognized litigation firm headquartered in Austin, Texas, with a long history of representing individuals and families in complex and high-stakes cases is seeking an exemplary administrative assistant.

 

About the Position

This is a full-time, in-office position that combines legal administrative support with specific responsibility for the firm’s front desk and general office functions.

The successful candidate will provide day-to-day support to attorneys, paralegals, and other staff while also serving as the first point of contact for clients, visitors, and callers. The hiring law firm is seeking candidates with diverse skill sets, high character and professionalism who are personable, organized, dependable, and comfortable managing a variety of tasks and responsibilities within the firm.

While this job involves front desk responsibilities, it is not solely a receptionist position. The position includes administrative and legal team responsibilities.

What You’ll Do

Legal and Administrative Support

• Provide administrative support to attorneys, paralegals, and other legal staff.
• Prepare, format, proofread, revise, and finalize correspondence, pleadings, discovery, and other legal documents.
• Assist with organizing and maintaining electronic and physical case files.
• Calendar deadlines, hearings, depositions, meetings, and other related events.
• Assist with scheduling and calendaring meetings, travel, depositions, conference calls, and appointments.
• Scan, copy, organize, save, and distribute documents and records.
• Assist with electronic filing and other litigation-related administrative tasks as needed.
• Help attorneys and paralegals with case-related projects and document organization.
• Maintain the confidentiality of client information, attorney communications, and other sensitive matters.
  

Front Desk and Client Services

• Serve as the primary point of contact at the firm’s front desk.
• Greet clients, attorneys, witnesses, experts, vendors, and other visitors in a friendly and professional manner.
• Answer, screen, and route incoming telephone calls.
• Take accurate messages and ensure they are promptly delivered.
• Retrieve and appropriately distribute mail, packages, deliveries, and incoming documents.
• Assist clients and visitors while they are in the office.
• Maintain a professional and organized reception area, conference rooms and kitchen.
  

General Office Support

• Prepare conference rooms for client meetings, depositions, mediations, and other events. Restore conference rooms 
• Assist with arranging refreshments, materials, and technology for meetings as needed.
• Monitor and restock office, kitchen, conference room, and other commonly used supplies.
• Assist with ordering office supplies and maintaining appropriate inventory.
• Help keep conference rooms and common areas organized and ready for use.
• Coordinate with building management, delivery services, office vendors, and other service providers when necessary.
• Handle outgoing mail, overnight deliveries, and courier services.
• Assist with printing, copying, scanning, binding, and other general office needs.
• Assist with firm meetings, events, and special projects.
• Perform other administrative and office-related duties as needed.

 

What We’re Looking For

The ideal candidate will have:

• Reliable in-office attendance
• Strong organizational skills and excellent attention to detail.
• Excellent written and verbal communication skills.
• A professional, friendly, and service-oriented demeanor.
• Strong proofreading and document-formatting skills.
• The ability to manage multiple tasks and frequent interruptions without losing track of details.
• Good judgment and discretion when handling confidential information.
• A dependable, proactive approach to work.
• Strong computer skills, including proficiency with Microsoft Suite.
• The ability and willingness to learn new software, document-management systems, and office procedures.
• A willingness to assist with both substantive legal administrative work and routine office tasks when needed.

Preferred Experience

Prior experience in a law firm or other professional office environment is preferred. Experience in any of the following areas is particularly helpful:

• Legal administrative assistant or legal secretary work;
• Litigation support;
• Preparing and formatting pleadings, discovery, and correspondence;
• Electronic court filing;
• Legal calendaring and deadline management;
• Document-management or case-management software; or
• Professional reception or client-service responsibilities.

We are willing to consider candidates with strong administrative experience who may not have extensive prior law firm experience if they demonstrate excellent organizational skills, attention to detail, character, professionalism, and an ability to learn quickly.

Who Will Succeed in This Position

This role is a particularly good fit for someone who:

• Takes pride in being organized and keeping things running smoothly.
• Notices what needs to be done and takes initiative rather than waiting to be asked.
• Enjoys working as part of a small, collaborative team.
• Is comfortable interacting with clients who may be dealing with difficult or sensitive circumstances.
• Can shift easily between focused legal work and unexpected front-office needs.
• Understands that small details matter.
• Is comfortable handling both important legal-support responsibilities and ordinary office tasks.
• Communicates well with attorneys, staff, clients, and outside contacts.
• Remains professional and composed when things get busy.
• Is willing to pitch in wherever reasonably needed.
• Maintain daily in-office attendance and is prompt.

Position Details

Position: Legal Administrative Assistant /Office Coordinator
Location: Austin, Texas
Schedule: Full-time, in office (a must)
Compensation: $47,000 + annually, depending on skills and years of experience
Benefits: Health insurance, with optional dental/vision, 401(k), paid time off, paid holidays, and covered parking.

How to Apply

Please submit a resume along with a brief introduction describing your relevant experience and why you are interested in the position.

The firm is an equal opportunity employer and considers qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.