Administrative Coordinator/Executive Assistant

Houston Volunteer Lawyers; Houston (TX); Hybrid; USD 32,000 - 39,000; Full time

Benefits offered by this job

Health insurance

Vision insurance

Dental insurance

401k

Professional development

Monthly parking

Reimbursed expenses

Paid time off

Parental leave

Job summary

Houston Volunteer Lawyers (HVL) seeks a full-time Administrative Coordinator and Assistant to the Executive Director to streamline meetings, document decisions, and support HVL’s board and staff. You will coordinate logistics for trainings, manage onboarding, and help prepare program reports in a hybrid Houston office setup.

You will support record-keeping using Microsoft Office and LegalServer, assist with onboarding new staff, and help with HVL’s pro bono events and board materials.

Qualifications

• Proficiency in Microsoft Office and ability to learn LegalServer.
• Excellent organizational skills.
• Multi-tasking and time management skills, with the ability to prioritize tasks.
• Flexible, collaborative team player.
• High attention to detail, particularly in data entry and documentation.
• Commitment to supporting diverse clients access justice.

Responsibilities

• Assist in scheduling and coordinating the logistics for various meetings and trainings.
• Promote effective office management by assisting with general communications and inventory.
• Provide project management support by documenting decisions and next steps from meetings.
• Provide administrative support for pro bono events as needed.
• Assist with onboarding new staff and managing HVL’s intern program.
• Support data entry and recordkeeping using Microsoft Office and LegalServer.
• Help prepare HVL Board materials and monthly programmatic reports with the Executive Director.
• Maintain comprehensive records of board activities and coordinate calendars between staff and Executive Director.

Skills

Microsoft Office

Tools

LegalServer

Job description

Houston Volunteer Lawyers (HVL) leverages the use of pro bono legal services to deliver client-centered free civil legal services to the greater Houston community. This includes record clearing, family law, estate planning, landlord/tenant disputes, probate, consumer issues, public benefits, ID restoration, and veteran-specific legal issues.HVL also provides a variety of support to self-represented litigants who are navigating the legal system without legal representation.

HVL seeks a full-time Administrative Coordinator and Assistant to the Executive Director. This position will provide support to both the Executive Director and the office at large with coordinating meetings, recording notes during strategic collaboration sessions, and other general administrative tasks necessary to completing projects that advance the organization and the individuals we serve. This position will also work with Executive Director to support HVL’s Board by recording minutes at meetings, assisting with the preparation of board materials, and providing logistic support.

Primary Responsibilities

• Assist in scheduling and coordinating the logistics for various meetings and trainings
• Promote effective office management by assisting with general communications and inventory
• Provide project management support by documenting decisions next steps from meetings
• Provide support as needed with administrative tasks for pro bono events
• Assist with administrative support when onboarding new staff
• Manage the onboarding and administration of HVL’s intern program
• Support data entry and recordkeeping using tools such as Microsoft Office and LegalServer
• Help to prepare HVL Board materials and monthly programmatic reports in collaboration with the Executive Director
• Maintain comprehensive records of board activities at board meetings
• Coordinate calendars and meetings between staff and Executive Director to facilitate open communication

Minimum Qualifications

• Proficiency in Microsoft Office and ability to learn how to use LegalServer, HVL’s case management system.
• Excellent organizational skills.
• Multi-tasking and time management skills, with the ability to prioritize tasks.
• Flexible, collaborative team player.
• High attention to detail, particularly in data entry and documentation.
• Commitment to supporting diverse clients access justice.

Annual Salary and Benefits

This position is a full-time position. Salary is commensurate with experience, starting at $35,000. HVL offers flexible work schedules with hybrid in-office/remote work requirements.

Benefits include fully paid health, vision and dental insurance; disability and life insurance options; a 401k defined contribution retirement plan with employer match available; professional development training, monthly parking paid, and reimbursed work-related expenses including work-related mileage. Staff are eligible for 80 hours of PTO per year as well as paid holidays. After one year with HVL, staff will also receive additional vacation hours and are eligible for 6 weeks paid parental leave.

Houston Volunteer Lawyers is an Equal Employment Opportunity Employer. HVL does not discriminate against any person based on actual or perceived race, color, religion, national origin, ancestry, citizenship status, age, ability, gender, marital status, veteran status, sexual orientation, or other characteristics protected by law. Applicants committed to justice and equality from all backgrounds, experiences, abilities, and identities, and in particular those from underrepresented communities are encouraged to apply.