Job Description

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.

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 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