Legal Executive Assistant

Permanent Placements; Austin (TX); Hybrid; USD 88,000 - 115,000; Full time

Job summary

Permanent Placements LLC client, a premier global law firm, seeks an experienced Legal Executive Assistant to join its Austin office in a hybrid role. You will provide executive-level administrative and practice support to attorneys, coordinating calendars, meetings, travel, billing, document production, and research while serving as a trusted partner across the firm.

Key responsibilities include managing priorities and deadlines, drafting and finalizing legal documents, maintaining files,

Qualifications

• Minimum of 5 years of administrative experience within a corporate or legal environment supporting upper-level leadership.
• Demonstrated experience providing sophisticated executive-level administrative support.
• In-depth understanding of administrative processes, professional workflows, and documents in legal or professional services environments.
• Excellent written and verbal communication skills.
• Ability to communicate complex information clearly with attorneys, clients, and teams.
• Exceptional organizational and time-management skills with ability to prioritize multiple tasks.
• Ability to work under pressure and meet demanding deadlines.
• Strong attention to detail and discretion with confidential information.

Responsibilities

• Provide executive-level administrative and practice support to attorneys, managing priorities, deadlines, projects, and daily workflow.
• Coordinate attorney projects and monitor milestones to ensure timely completion.
• Serve as liaison among attorneys, clients, internal departments and stakeholders with professional communications.
• Build productive relationships across teams to facilitate delivery of legal services.
• Coordinate and delegate assignments to legal support resources and monitor progress.
• Provide direction and mentorship to legal support staff.
• Draft, proofread, revise, format and finalize legal documents, correspondence, and presentations.
• Review final work for accuracy and formatting against expectations.
• Maintain electronic and paper files in document management systems.
• Conduct research for attorneys and practice groups for case prep and meetings.
• Coordinate complex meetings with agendas, logistics, materials, and follow-ups.
• Manage attorney calendars and travel arrangements while resolving conflicts.
• Oversee billing workflows including approvals and prebill coordination.
• Coordinate time entry and expense processing with internal resources.
• Communicate effectively with clients, lawyers, and third parties by various channels.
• Identify workflow issues and propose process improvements.
• Maintain confidentiality of sensitive information.
• Perform additional projects based on attorney and practice needs.

Skills

Executive support

Calendar management

Email & communications

Project coordination

Discretion & confidentiality

Attention to detail

Cross-functional collaboration

Time management

Education

Bachelor's degree in legal studies or business administration

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Document management systems

Billing systems

Case management

Microsoft Teams

Zoom

AI document production tools

Job description

Our client, a premier global law firm, is seeking an experienced Legal Executive Assistant to join its Austin office. The position offers a hybrid work arrangement combining in-office and remote work, subject to business and attorney needs.

The Legal Executive Assistant will provide executive-level administrative and practice support to attorneys, helping manage the day-to-day functions and priorities of their practices. This individual will serve as a trusted business partner, coordinating complex projects, communications, meetings, calendars, billing, document production, research, and administrative workflows while facilitating collaboration with other legal support professionals.

Key Responsibilities

• Provide executive-level administrative and practice support to attorneys, proactively managing priorities, deadlines, projects, and daily workflow.
• Coordinate attorney projects and monitor key milestones to ensure assignments are completed accurately and on schedule.
• Serve as a liaison among attorneys, clients, internal departments, and other stakeholders, handling inquiries and communications professionally and exercising appropriate independent judgment.
• Build productive working relationships across attorney, administrative, and business-services teams to facilitate efficient delivery of legal services.
• Coordinate and delegate assignments to appropriate legal support resources, monitor progress, and help ensure timely and accurate completion.
• Provide direction, feedback, and mentorship to legal support professionals assisting the attorney team.
• Collaborate with other executive and administrative assistants on complex projects and cross-team initiatives.
• Draft, proofread, revise, format, and finalize legal documents, correspondence, presentations, and other professional materials.
• Review final work product for accuracy, completeness, formatting, and adherence to attorney and client expectations.
• Oversee the organization and maintenance of electronic and paper files within applicable document management systems and repositories.
• Conduct research for attorneys and practice teams and compile relevant information for case preparation, meetings, presentations, and executive briefings.
• Coordinate complex internal and external meetings, including agendas, logistics, presentations, supporting materials, and follow-up activities.
• Manage attorney calendars, schedule meetings, identify and resolve scheduling conflicts, and proactively communicate competing priorities.
• Coordinate complex domestic and international travel arrangements as required.
• Oversee attorney billing workflows, including billing approvals, prebill coordination, billing-related correspondence, issue resolution, and timely delivery of final bills.
• Coordinate attorney time entry and expense processing with appropriate internal resources and monitor completion.
• Communicate effectively with clients, lawyers, business professionals, and third parties by telephone, email, virtual meeting platforms, and other appropriate channels.
• Identify workflow or service issues and recommend process improvements to appropriate management teams.
• Maintain the highest level of discretion and confidentiality when handling sensitive legal, client, personnel, or business information.
• Perform additional projects and responsibilities based on attorney and practice needs.

Qualifications

Required

• Minimum of 5 years of administrative experience within a corporate or legal environment supporting upper-level leadership.
• Demonstrated experience providing sophisticated executive-level administrative support.
• In-depth understanding of administrative processes, professional workflows, and documents associated with a legal or comparable professional-services environment.
• Excellent written and verbal communication skills.
• Ability to communicate complex information clearly and concisely with attorneys, clients, business professionals, and support teams.
• Exceptional organizational and time-management skills with the ability to prioritize multiple assignments efficiently.
• Ability to work under pressure, manage competing priorities, and consistently meet demanding deadlines.
• Strong attention to detail and commitment to producing accurate, high-quality work.
• Proven ability to exercise independent judgment, identify potential issues, and recommend practical solutions.
• Exceptional professionalism, discretion, and ability to safeguard confidential and sensitive information.
• Strong interpersonal skills and ability to develop productive working relationships with individuals at all levels of an organization.
• Proactive approach to anticipating attorney needs, planning assignments, and coordinating appropriate resources.
• Adaptability and willingness to continually develop new skills as attorney, client, and technology requirements evolve.

Technical Requirements

• Advanced proficiency with legal and professional-services technology and the ability to quickly adapt to new applications and system upgrades.
• Strong proficiency in Microsoft Word, Excel, and PowerPoint.
• Experience with or ability to effectively utilize document management systems, research platforms, case management applications, and accounting or billing systems.
• Proficiency with virtual collaboration platforms, including Microsoft Teams and Zoom.
• Ability to use approved AI-powered tools appropriately for tasks such as document production, document review, and research.
• Ability to learn and effectively utilize evolving technology and digital workflows within a modern legal practice.

Preferred

• Bachelor’s degree in legal studies, business administration, or a related field.
• Prior experience providing executive-level support to attorneys within a large or sophisticated law firm environment.
• Experience coordinating attorney billing, document management, complex calendaring, travel, client communications, and legal document production.
• Experience overseeing or coordinating work assigned to centralized or shared legal support teams.

Compensation

The expected hiring range for this position is $88k - 115k. Compensation will be commensurate with experience, qualifications, and market conditions.

Benefits & Professional Development

Our client offers a comprehensive benefits package together with opportunities for professional development and continued career growth. Specific benefit offerings and eligibility will be discussed during the hiring process.