Administrative Support Assistant

Jones Walker LLP; New Orleans (LA); On-site; USD 32,000 - 42,000; Full time

Job summary

Jones Walker LLP is seeking an entry-level Admin Support Assistant to provide ongoing administrative support to Attorneys and the Admin Resource Team. The role includes training and mentoring to work across practice groups.

Responsibilities include editing materials, filing, calendar management, travel arrangements, reimbursements, billing entries, and proofreading. Prior legal admin experience is a plus and strong MS Office skills are required.

Qualifications

• High School Diploma or equivalent; bachelor/associate degree preferred.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Detail-oriented and well-organized with ability to manage multiple tasks and deadlines.
• Strong written and verbal communication with careful grammar and punctuation.
• Prior legal administrative support experience is 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 in electronic and hard copy formats; retrieve closed files as required.
• Maintain daily appointment calendar, book meetings, and arrange travel as needed.
• Handle expense reimbursements for various attorneys.
• Enter attorneys’ time for timesheets and billing purposes.
• Proofread all documents 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.
• Review materials from administrative teams for accuracy of work product.
• Support junior ASAs and other staff as buddy/mentor.
• Assist with client monthly billing processes.
• Proactively build relationships with other Legal Administrative Assistants and teams.
• Proactively support the assigned team and upskill as needed.
• May undertake specific practice group tasks.

Skills

Microsoft Office

Attention to detail

Time management

Communication skills

Education

High School Diploma or Equivalent

Bachelor's or Associate degree preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job 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.

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.