What are the responsibilities and job description for the Legal Administrative Assistant - Finance position at Haynes and Boone, LLP?
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.
This non-exempt position performs full secretarial and administrative duties for attorneys under minimal supervision. This position requires the individual to perform with a high degree of independent judgment and discretion. Requires a thorough knowledge of organizational procedures and precedents.
Essential Duties
The Legal Administrative Assistant reports to the Office Administrator, and indirectly to assigned attorneys.
Qualifications
Knowledge:
Must have three to five years of experience working in a mid- or large-sized law firm, preferably in the Finance practice area. The Legal Administrative Assistant 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. Working knowledge and experience with the Firm’s technology and applications strongly preferred (DeskSite, Interaction, Chrome River, etc.). 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 Legal Administrative Assistant 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 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. The individual must have a sense of “urgency” and be proactive in taking care of daily tasks. Must be flexible and able to adapt to change quickly.
Education
The Legal Administrative Assistant must possess a high school diploma. Two years of college or equivalent 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., 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, occasional overtime may be required.
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.
This non-exempt position performs full secretarial and administrative duties for attorneys under minimal supervision. This position requires the individual to perform with a high degree of independent judgment and discretion. Requires a thorough knowledge of organizational procedures and precedents.
Essential Duties
- Performs functions associated with firm administrative 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 including reserving conference rooms, and properly receives clients/guests, as requested. Maintains appointment calendar for attorneys.
- Transcribes and composes correspondence for client-related matters.
- Handles incoming and outgoing mail.
- Answer incoming phone calls.
- Assist with preparing and sending FedEx packages.
- Provides assistance to summer associates, visiting attorneys and attorneys whose assistants are absent, as well as provide overflow assistance when needed.
- Performs other related duties as needed or assigned.
The Legal Administrative Assistant reports to the Office Administrator, and indirectly to assigned attorneys.
Qualifications
Knowledge:
Must have three to five years of experience working in a mid- or large-sized law firm, preferably in the Finance practice area. The Legal Administrative Assistant 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. Working knowledge and experience with the Firm’s technology and applications strongly preferred (DeskSite, Interaction, Chrome River, etc.). 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 Legal Administrative Assistant 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 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. The individual must have a sense of “urgency” and be proactive in taking care of daily tasks. Must be flexible and able to adapt to change quickly.
Education
The Legal Administrative Assistant must possess a high school diploma. Two years of college or equivalent 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., 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, occasional overtime may be required.