Legal Administrative & Billing Assistant

Austin, TX

Summary

As a Legal Administrative and Billing Assistant, you will provide administrative and legal secretarial support to partners, associates, and other legal staff in our Texas offices. This role will be based in our Austin office.

Responsibilities

  • Maintain calendars in Outlook, scheduling and coordinating internal and external meetings as necessary.  Manage contacts lists, in Outlook and/or Interaction.
  • Manage administrative duties including but not limited to answering phones, arranging conference calls, coordinating travel and meetings, creating, and maintaining, paper and electronic files, as well as handling miscellaneous photocopying, scanning, faxing and printing requests.
  • Compose, edit, format and proofread emails, letters, memos, and other documents using Outlook, Microsoft Word, PowerPoint, Excel, iManage and Workshare Compare.
  • Enter lawyer time/diaries into Intapp.
  • Prepare and submit expense reports using Chrome River.
  • Request conflict checks, open new client matters and submit electronic approvals.
  • Handle all aspects of client bill preparation, including: run pro formas; review, categorize and transfer time entries; finalize bills for partner review; mail or submit bills electronically; track outstanding client bills and follow up with partners, clients or revenue group to resolve payment or outstanding issues.
  • Assist with the coordination of business development, marketing, social and other events.
  • Provide backup secretarial assistance to other partners, associates and legal and administrative staff as assigned.
  • May assist partner with personal requests (i.e., maintaining personal files, contacts, calendar).
  • Other duties and responsibilities as assigned.

Knowledge, Skills & Attributes

  • Excellent client service and verbal and written communication skills
  • Strong attention to detail and accuracy
  • Strong knowledge of computers and software applications (MS Word, Excel, PowerPoint, iManage, Outlook, Interaction, Elite, Intapp and Chrome River, specifically)
  • Ability to master new technology using on-line training tools
  • Hands-on legal billing experience (handling all aspects of billings and collections)
  • Ability to prioritize and handle multiple concurrent tasks
  • Ability to think clearly and work well under pressure in a busy demanding environment
  • Ability to exercise judgment, diplomacy and discretion in handling matters of a confidential and sensitive nature
  • Strong calendaring skills (view, edit, send, create and respond)
  • Strong interpersonal skills, with the ability to work effectively and flexibly with all levels

Education & Experience

  • At least three years of administrative support experience required
  • Strong preference for litigation legal secretarial experience
  • High school diploma or equivalent required
  • Bachelor’s degree is a plus
  • Prior experience providing direct administrative support to partners or principal in a professional services environment is a plus
  • Prior experience providing administrative support to lawyers is a plus

Compensation

The good faith, annualized salary range for this position is $53,000 to $83,000 depending on the candidate’s overall experience and other job-related factors permitted by law such as, education, training, other responsibilities. The annual salary range listed is just one component of the Firm’s total compensation and benefits package which includes a discretionary bonus, paid leave, life, health, accident and disability insurance; and a 401(k) plan.

#LI-Hybrid

 

 

Job Type: Full-time, Hybrid

Salary: $53,000 - $83,000

Date Active: 2.28.2024

Exempt/Not Exempt: Not Exempt

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