Corporate Legal Administrative Assistant - Dallas, United States - Jackson Walker

Description

Job Description

Corporate Legal Administrative Assistant

FLSA Status: Non-Exempt

Reports to: Office Manager

ESSENTIAL DUTIES & RESPONSIBILITIES

• Prepares standard correspondence and other documents as needed.
• Scans, profiles and emails client documentation to team members as directed.
• Manages electronic file documentation by saving into appropriate iManage folders.
• Handles incoming mail and makes arrangements for courier services when needed.
• Establishes and maintains deadlines associated with a file through the appropriate calendaring system.
• Uses Innova to style documents; uses Adobe Acrobat to create closing binders, edit PDF documents and to convert Word documents to PDF and PDF to Word; uses Excel for closing checklists; and uses cross-platform referencing and track changes.
• Uses EDGAR to file and retrieve documents with the U.S. Securities and Exchange Commission.
• Requests conflict of interest checks with Conflicts Coordinator, opens files, and maintains all client and general files.
• Maintains good public relations with clients; observes confidentiality of attorney-client relationship.
• Makes appointments for attorneys; schedules meetings and conferences and provides notice to all appropriate parties.
• Serves as liaison to clients and other attorneys, responding to inquiries as necessary.
• Makes travel arrangements when needed; requests check and submits expense reimbursements when appropriate.
• Ensures billable time is processed before its deadline; proofs time entries; reviews and edits pre-bills.
• Performs overflow assistance, as time permits and as requested by other attorneys and Office Manager.

KNOWLEDGE, SKILLS, & ABILITIES REQUIRED

• Excellent organizational and communication skills, ability to work independently and as a team member, prioritizing effectively, attention to detail, accuracy, problem solving, detailed proofreading, and editing is essential for success in this position.

EXPERIENCE

4+ years of corporate secretarial experience.