Legal Administrative Assistant

Haynes and Boone, LLP; United States; On-site; USD 45,000 - 60,000; Full time

Job summary

Haynes and Boone, LLP is looking for a Legal Administrative Assistant to perform full legal administrative functions for attorneys. The ideal candidate should have a minimum of three years of experience in a law firm, strong problem-solving capabilities, and a high level of proficiency in MS Office applications.

This role entails duties such as processing client/matter requests, maintaining files, and assisting attorneys and summer associates. The position emphasizes attention to detail and excellent communication skills.

Qualifications

• Three or more years working in a mid- or large-sized law firm.
• Experience handling expense reports, client bills, and supporting more than one attorney.
• Working knowledge of general office procedures and legal terminology.

Responsibilities

• Process new client/matter requests, bills, time reports, and expense reports.
• Word-process drafts, revisions, and final documents related to client matters.
• Proofread and maintain files and contacts, coordinate meetings, and receive clients.

Skills

Advanced word processing/computer skills

Excellent written and verbal communication

Organizational and multi-tasking abilities

Attention to detail

Customer service orientation

Education

High school diploma or equivalent

Two years of college or equivalent work experience (preferred)

Tools

MS Word

Excel

Outlook

PowerPoint

Adobe

Legal software (NetDocuments, Interaction, Chrome River, Emburse, Intapp)

Job description

Overview

This non‑exempt position performs full legal administrative duties for attorneys under minimal supervision. The role requires a high degree of independent judgment and discretion, attention to detail, problem‑solving skills, and a customer‑service orientation.

Responsibilities

• Process new client/matter requests, client bills, time reports, and expense reports.
• Word‑process drafts, revisions, and final documents for client‑related matters, including correspondence, memoranda, bills, timesheets, and project work.
• Proofread and redline work for accuracy, copy, and format.
• Copy, distribute, send (electronically and/or via mail, courier or express service), file, and otherwise handle completed work.
• Maintain physical and electronic files and contacts.
• Coordinate meetings and appointments, and properly receive clients/guests as requested.
• Maintain appointment calendar for attorneys.
• Transcribe and compose correspondence for client‑related matters.
• Prepare closing binders, as needed.
• Handle incoming and outgoing mail.
• Provide legal administrative assistance to summer associates, visiting attorneys, and attorneys whose LAA is absent, including overflow assistance.
• Coordinate courier services to deliver or collect documents for attorneys at courthouses or other entities, as occasionaly required.
• Perform other related duties as needed or assigned.

Reporting Relationship

Reports directly to the Office Administrator/Supervisor and indirectly to assigned attorneys.

Qualifications

• Experience: Three or more years working in a mid‑ or large‑sized law firm; experience handling expense reports, client bills, multi‑line phones, conflict‑checking forms, and supporting more than one attorney.
• Knowledge: Working knowledge of general office procedures, legal terminology related to general legal concepts and specific assignment areas; working knowledge of the firm’s technology and applications (NetDocuments, Interaction, Chrome River, Emburse, Intapp strongly preferred).
• Skills: Advanced word processing/computer skills with MS Word, Excel, Outlook, PowerPoint, and Adobe; excellent written and verbal communication (grammar, spelling, punctuation); strong phone etiquette; attention to detail; follow‑through skills; organizational and multi‑tasking abilities; strong customer service; flexibility and teamwork.
• Education: High school diploma or equivalent; two years of college or equivalent work experience preferred, but not required.

Physical Demands and Working Conditions

• Must be able to move around the office up to 15% of the time to make copies, fax, file, etc.; remains stationary at least 85% of the time.
• Operates computers and other office productivity machines (fax machine, copier, printer, etc.) on a regular basis.
• Occasionally required to move documents or files weighing up to 15 lbs.
• Requires constant communication and exchange of information with attorneys, clients, and staff.
• Must be able to inspect and observe information on a computer screen at least 80% of the time.
• Office environment; overtime required.