Legal Secretary

Germer Beaman & Brown, PLLC, an established Texas law firm, is seeking an experienced and professional Legal Secretary to support a busy litigation team in our Austin office. This position will support two (2) principal attorneys and one (1) senior paralegal in our insurance defense, personal injury defense, and products liability team.

This position requires exceptional organizational skills, strong professional administrative experience, and the ability to think independently in a fast-paced legal environment. A successful candidate will maintain high standards of accuracy, confidentiality, and professionalism while managing multiple priorities.

Duties and Responsibilities:

• Provide comprehensive administrative and secretarial support to the team attorneys and paralegal.
• Prepare, format, and proofread cover letters, simple correspondence, form case-related documents, and other various document shells.
• Schedule mediations, and hearings and trials with the court according to court procedures.
• Handle all e-filings and electronic service of pleadings, discovery, and other case-related documents through eFileTexas, PACER and CM/ECF systems, ensuring compliance with court rules and procedures.
• Obtain court filings from various court dockets.
• Calculate, calendar, and track litigation deadlines, court settings, hearings, mediations, depositions, and other case-related deadlines in accordance with applicable rules and court scheduling orders.
• Coordinate attorney calendars and manage scheduling conflicts and deadlines proactively.
• Communicate professionally and efficiently with clients, courts, opposing counsel, and vendors.
• Maintain accurate electronic case files and case lists in accordance with team file conventions.
• Assist with billing support, time entry, reimbursements, and invoice processing.
• Assist with new matter intake, conflict checks, and file opening/closing procedures.
• Process incoming and outgoing mail, including USPS mail, certified mail, and FedEx.
• Prepare hearing, mediation, and trial binders and materials as needed.
• Identify administrative issues and implement solutions independently.
• Maintain strict confidentiality consistent with ethical obligations and firm policy.

Required Qualifications and Skills:

• Minimum of 3 years’ substantive Legal Secretary or Legal Administrative Assistant experience in a law firm environment, preferably in litigation.
• Strong foundational knowledge of relevant Texas Rules of Civil Procedure and Federal Rules of Civil Procedure.
• Strong proficiency in Texas and federal court procedures, and e-filing systems.
• Strong foundational knowledge of basic legal terminology.
• Advanced professional proficiency in Microsoft Office suite, including Word, Excel, Outlook, and Teams, and Adobe Acrobat. Familiarity with file sharing software and billing software is an asset.
• Excellent written and verbal communication skills, including grammar, proofreading, and formatting.
• Demonstrated ability to manage high-volume and fast-paced workload, and ability to manage multiple priorities with professionalism and flexibility.
• High level of attention to detail, ability to work independently, maintain client confidentiality, and strong organizational skills.
• Open to guidance and feedback, with the ability to incorporate guidance effectively, and is committed to continuous learning and professional skill development.

Benefits:

• Salary commensurate with experience, and paid time off/vacation.
• Health benefits include medical, dental, vision, short and long-term disability, life insurance and 401(k) plan.
• Onsite gym/fitness facilities and garage parking.

Position Requirements:

• This is an in-person position in our Austin office, located in Southwest Austin.
• This position is 8:00/8:30am to 5:00/5:30pm, Monday through Friday.
• Overtime may be required during trial preparation or other case-related urgent situations.
• Reliable transportation is required.