Job Description

Transactional Legal Administrative Assistant

Department: Healthcare

Reports To: Office Administrator

Location: Dallas

FLSA: Non-Exempt

Jackson Walker, the largest law firm in Texas, has an exciting full-time employment opportunity for a Transactional Legal Administrative Assistant (Healthcare) in our Dallas office. The Transactional Legal Administrative Assistant provides high-level administrative and document support to attorneys within the corporate Healthcare Practice Group. Serving as a key administrative point of contact, this role supports efficient case and matter management through document preparation, deadline coordination, and the maintenance of accurate records.

Additionally, the Legal Administrative Assistant is a trusted resource for attorneys, clients, and internal staff, contributing to seamless workflows and exceptional service delivery. This position also offers a unique opportunity to support the Healthcare Practice Group Leader and engage in meaningful, dynamic work that goes beyond traditional administrative responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative & Client Support

• Provide professional and responsive customer service by answering phone lines and communicating with clients.
• Coordinate and schedule meetings, appointments, and travel arrangements.
• Handle incoming and outgoing mail, including certified and overnight deliveries.
• Submit expense reimbursements and request checks as needed.

Document Preparation & File Management

• Prepare, proofread, and format legal documents including correspondence, memoranda, contracts, and regulatory filings.
• Compile, scan, save, and profile documents within the document management system (iManage).
• Maintain and organize digital and physical files in accordance with firm and regulatory standards.
• Utilize advanced document formatting tools, including styles, cross-referencing, and track changes.
• Use Adobe Acrobat to edit PDFs, create bookmarked binders, and convert documents between formats.
• Support attorneys with documentation related to compliance matters, audits, investigations, and reimbursement issues.
• Maintain and monitor deadlines and key dates using calendaring systems.
• Ensure proper handling and secure management of sensitive information in compliance with HIPAA and other privacy regulations.

Billing & Financial Support

• Enter billable time for attorneys and assist with pre-bill revisions for clients.
• Track paid and outstanding invoices.
• Coordinate with billing managers and accounts payable teams.

General Administrative Support

• Prepare and submit client intake forms and engagement letters.
• Provide overflow support and perform additional administrative duties as needed.
• Maintain strict confidentiality in all firm and client matters, including protected health information (PHI).

QUALIFICATIONS:

• High school diploma or GED required; bachelor’s degree preferred.
• Minimum of 7 years’ administrative experience supporting attorneys in a law firm environment.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Advanced knowledge of legal document preparation, including formatting, table of contents, table of authorities, and track changes.
• Experience with document management systems (iManage preferred).
• Experience with e-filing systems, time entry, and legal database tools.
• Experience with conflict checks, client intake processes, and DocuSign.
• Experience working with corporate clients and M&A transactions is a plus.
• Basic understanding of HIPAA and healthcare privacy requirements strongly preferred.
• Excellent written and verbal communication skills with strong attention to detail.
• Strong organizational, time management, and multitasking skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Ability to handle confidential information with discretion.

WORK CONDITIONS:

This role operates in a professional office environment with little exposure to excessive noise or temperature. The position follows a hybrid schedule, requiring 4 days per week in the office and one day per week remote.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, veteran status, sexual orientation, gender identity, pregnancy, genetic information, or any other characteristic protected by applicable federal, state, or local law and will not be discriminated against on the basis of disability. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job-related factors.

If you require a reasonable accommodation to complete the application or interview process, please contact us at BusinessProfessionalRecruiting@jw.com