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Spencer Fane LLP · 1 day ago

Legal Administrative Assistant

Plano, TX

Full-time

Hybrid

Mid, Senior Level

$34.75/hr - $39/hr

5+ years exp

Spencer Fane LLP is a law firm seeking a Legal Administrative Assistant to provide confidential secretarial and administrative support to attorneys in the Litigation and Cyber Security practice groups. The role involves coordinating communications, maintaining files, preparing documents, assisting with billing, and scheduling meetings and travel arrangements.

Consulting

Comp. & Benefits

Hiring Manager

Jaclyn Steiner

Responsibilities

Provide administrative and secretarial support to attorneys and other timekeepers, interacting professionally with staff and leadership at all levels of the firm

Deliver high-quality internal and external client service while maintaining discretion and confidentiality

Collaborate with other Legal Administrative Assistants and provide coverage or assistance as assigned

Coordinate effectively with shared services departments, including Records, Accounting, and IT

Apply sound judgment and established procedures to prioritize assigned work, manage deadlines, and support attorney and client needs

Manage incoming and outgoing communications, including telephone calls, email, and electronic document workflows, to support client matters and deadlines

Schedule and coordinate meetings, conference rooms, and related logistics, including hospitality, facilities, and technology requirements

Maintain and manage attorney calendars, scheduling meetings with internal and external participants and communicating schedule changes as needed

Create, maintain, and organize client and matter files in both electronic and paper formats in coordination with the Records Department

Perform filing, file retrieval, and document management system updates in accordance with firm standards

Prepare and submit conflict checks, new client intake requests, and matter openings

Prepare, process, and submit conflict checks, new client intake requests, and matter openings in accordance with firm procedures

Coordinate with Accounting to support accurate billing in accordance with client requirements, including pre-bill review and invoice preparation as requested

Prepare, format, edit, and save documents using firm templates and styles; transcribe dictation using approved tools

Assist with drafting, proofreading, document comparison, and cross-referencing of legal documents

Plan and coordinate travel arrangements and prepare itineraries

Qualification

Legal administrative experienceMicrosoft OfficeDocument management systemsAdobe AcrobatProfessionalismOrganizational skillsTime management skillsCommunication skillsConfidentiality

Required

A minimum of five (5) years of administrative assistant experience is required

Working knowledge of Microsoft Office (Word, Outlook, Excel)

Ability to organize files, manage routine administrative tasks, and handle multiple assignments while meeting deadlines in a fast-paced environment

Applies sound judgment, initiative, and basic prioritization skills to complete assigned tasks accurately and on time, following established procedures

Clear and professional verbal and written communication skills; ability to work effectively with attorneys, paralegals, clients, and administrative staff

Demonstrates discretion, professionalism, and respect for confidentiality when handling sensitive information