Legal Administrative Assistant - Finance

Haynes and Boone, LLP; Town of Texas, Fort Worth (WI, TX); On-site; USD 52,000 - 68,000; Full time

Job summary

Haynes and Boone, LLP is seeking a detail-oriented Legal Administrative Assistant to support attorneys in a fast-paced Dallas office. The role focuses on administrative tasks for client matters, billing, time and expense reporting, and document preparation.

Responsibilities include word processing, proofreading, redlining, filing, calendar management, mail handling, and coordinating meetings. The ideal candidate has 3+ years in a law firm, strong computer skills, and excellent communication.

Qualifications

• Three or more years of experience in a mid- or large-sized law firm.
• Working knowledge of general office procedures and legal terminology.
• Experience with NetDocuments, Interaction, Chrome River, Emburse, Intapp preferred.

Responsibilities

• Process client/matter requests, client bills, time and expense reports.
• Word processing of drafts, proofreading and redlining for accuracy.
• Handle mail, filing, calendar coordination and meeting logistics.
• Transcribe and compose client-related correspondence; prepare closing binders.
• Support summer associates and visiting attorneys as needed.

Skills

MS Word

Excel

PowerPoint

Adobe Acrobat

Verbal & written communication

Telephone etiquette

Organization

Education

High school diploma or equivalent

Two years of college or equivalent work experience preferred

Tools

NetDocuments

Interaction CRM

Chrome River

Emburse

Intapp

Job description

Essential Duties

• Performs legal administrative functions associated with firm tasks, including processing new client/matter requests, client bills, time reports and expense reports.
• Performs word processing of drafts, revisions and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work, as needed. This includes proofreading and redlining work for accuracy, copy, format, etc.
• Copies, distributes, sends (electronically and/or via mail, courier or express service), files and otherwise handles completed work.
• Maintains physical and electronic files, and contacts. Coordinates meetings and appointments, and properly receives clients/guests, as requested.
• Maintains appointment calendar for attorneys.
• Transcribes and composes correspondence for client-related matters.
• Prepares closing binders, as needed.
• Handles incoming and outgoing mail.

Other Duties

• Provides legal administrative assistance to summer associates, visiting attorneys and attorneys whose LAA is absent, as well as provide overflow assistance when needed.
• Occasionally may coordinate a courier service to deliver or collect documents for attorney at courthouse or other entities.
• Performs other related duties as needed or assigned.

Reporting Relationship

The LAA reports directly to the Office Administrator/Supervisor and indirectly to assigned attorneys.

Qualifications

Must have three or more years of experience working in a mid- or large-sized law firm. The LAA should possess working knowledge of general office procedures, as well as, strong familiarity with legal terminology related to general legal concepts and specific area(s) of assignment. They must have working knowledge and experience with the Firm’s technology and applications (NetDocuments, Interaction, Chrome River, Emburse, Intapp are strongly preferred). Prior experience handling expense reports, client bills, multi-line phones and conflict-checking forms, as well as working with Interaction, or another client relationship management database is strongly preferred. Prior experience supporting more than one attorney is required.

Skills

The LAA must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, Outlook, PowerPoint and Adobe. The individual must possess excellent written and verbal communication skills, including grammar, spelling and punctuation. Strong phone etiquette, attention to detail and follow through skills is required. Must be knowledgeable with legal filing and record-keeping practices, as relevant to the specific practice. Must be highly organized and able to successfully multi-task and meet set deadlines. Strong customer service, ability to be flexible and work effectively as part of a team is required.

Education

The LAA should possess a high school diploma, or its equivalent. Two years of college or equivalent work experience is preferred, but not required.

Physical Demands

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. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time.

Working Conditions

Office environment. Overtime Required.

Company Culture

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Haynes and Boone is one of the largest law firms in Dallas, and it continues to grow. In 2023, Haynes and Boone moved its headquarters to a new 27-story office tower in the Harwood District of uptown Dallas. Lawyers in our Dallas office serve all the firm’s practice and industry areas – including corporate, litigation, banking/finance, insurance law, healthcare law, labor and employment, estate planning, real estate, bankruptcy, intellectual property, white collar crime, and antitrust. Our Dallas lawyers are widely recognized in their practice areas in publications such as The Best Lawyers in America directory (Woodward/White, Inc.) and the Chambers USA legal directory (Chambers & Partners).

This office attracts high-energy, technically proficient people who enjoy working in a collegial environment. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.

Haynes Boone is among the fastest-growing firms in the Am Law 100, providing full-service counsel across sectors, including corporate, energy, financial services, real estate, restructuring, litigation, intellectual property and specialty transactions. The firm represents companies at all stages – many in the Fortune 500 and S&P 500 and hundreds that are well-funded, exchange-listed, privately held and/or in emerging-growth mode.

More than 700 lawyers practice across 19 global offices in California, Colorado, Illinois, New York, North Carolina, Texas, Virginia, Washington D.C., London, Mexico City and Shanghai.

Our Vision of Success: Excellence in inclusion and engagement is a Haynes and Boone core value.

We recruit the best and the brightest and seek to attract, retain, and promote individuals who reflect the global marketplace, our clients, and the communities we serve.

We strive to create an environment in which each individual at every level has the opportunity to succeed professionally, regardless of age, disability, ethnicity, gender, gender identity and expression, national origin, parental status, race, religion, sexual orientation, and/or socio-economic experiences.

We recognize that our commitment to inclusion and engagement enhances our other core values of commitment to client service and a teamwork culture.

Our Culture and Values: Our actions and decisions are driven by our culture and core values: A client-first focus that demands superior service Teamwork Accountability Mutual respect and trust Civility and humility Inclusion and engagement Highest ethical standards Planning for the firm’s long-term best interests The greater good of the firm over the individual Sound financial management Long-term stability Community and civic engagement

Our Brand: A unique culture and work environment An exceptional law firm to work for and to be from Leaders in energy, technology, financial services, and private equity Understands and delivers value solutions Works cooperatively with non-legal service providers to deliver integrated solutions A community leader and influencer Commitment to wellness for attorneys and staff