Administrative Support Assistant

Jones Walker LLP; Baton Rouge (LA); On-site; USD 36,000 - 48,000; Full time

Job summary

Jones Walker LLP in Baton Rouge is seeking an entry-level Admin Support Assistant to provide continuous administrative support to Attorneys and the Admin Resource Team, after completing a thorough training and mentoring program.

You will edit documents, manage files and calendars, arrange travel, handle reimbursements and time entry, proofread, prepare courier packages, assist with billing, and mentor junior staff while upskilling across practice groups.

Qualifications

• High School Diploma or equivalent; degree preferred.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Detail-oriented, organized, able to manage multiple tasks with deadlines.
• Strong written and verbal communication; prior legal admin experience a plus.

Responsibilities

• Edit, format, print, and revise letters, memos, reports, forms, labels, and other printed material.
• Open and close client files and maintain files, electronic and hard copy; retrieve closed files as required.
• Maintain daily appointment calendar, book meetings, and make travel arrangements, as required.
• Handle expense reimbursements for various attorneys.
• Enter attorneys’ time for timesheets and billing purposes.
• Proofread all documents produced, checking for formatting, spelling, and grammar; ensure attachments are intact.
• Print/scan materials.
• Transcribe dictation.
• Prepare courier packages.
• Process check requests and invoices for payment by Accounting.
• Utilize and review materials from administrative teams to ensure accuracy in work product.
• Support junior ASAs and other staff by mentoring.
• Assist with client monthly billing processes.
• Coordinate relationships with other Legal Administrative Assistants and teams.
• Upskill and learn with others.

Skills

Attention to detail

Time management

Communication skills

Education

High School Diploma or Equivalent

Bachelor's or Associate degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Outlook

Job description

Description

The Admin Support Assistant (ASA) is an entry-level role that will provide continual and consistent administrative support to the Attorneys and other members of the Admin Resource Team throughout the Firm. ASAs must successfully complete an in-depth training and mentoring program to gain the ability to work in all practice groups of the firm.

Position Responsibilities:

• Edit, format, print, and revise letters, memos, reports, forms, labels, and other printed material.
• Open and close client files and maintain files keeping them organized and current, both in electronic and hard copy format; retrieve closed files as required.
• Maintain daily appointment calendar, book meetings, and make travel arrangements, as required.
• Handle expense reimbursements for various attorneys.
• Enter attorneys’ time for timesheets and billing purposes.
• Proofread all documents produced, checking for appropriate formatting, correct spelling, and grammatical errors; ensure that all attachments, exhibits, and enclosures are intact.
• Print/scan materials.
• Transcribe dictation.
• Prepare courier packages.
• Process check requests and invoices for payment by the Accounting department.
• Utilize and review materials from administrative teams to ensure accuracy in work product.
• Support junior ASAs and other staff by acting as buddy/mentor.
• Assist with client monthly billing processes.
• Proactively build and coordinate relationships with other Legal Administrative Assistants and teams.
• Proactively support the assigned team and demonstrate willingness to upskill and learn with others.
• May undertake specific practice group tasks and requirements.

Requirements

Minimum Qualifications:

• High School Diploma or Equivalent; bachelor's or associate degree preferred.
• Strong proficiency in Microsoft Office products, including Word, Excel, and Power Point.
• Detail-oriented, well-organized, and the ability to manage multiple assignments while meeting deadlines.
• Strong communications skills, both written and oral, with careful attention to grammar, spelling, and punctuation.
• Prior legal administrative support experience, a plus.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

The hiring department will conduct interviews of qualified individuals prior to requesting a criminal background check, and no job application submitted prior to such interview shall inquire into an applicant's criminal history. If this position is subject to a background check for any convictions related to its responsibilities and requirements, employment will be contingent upon successful completion of a background investigation including criminal history. Criminal history will not automatically disqualify a candidate.