Office Assistant

Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening.

Office Assistant

FLSA Status: Non-Exempt

Department: Human Resources

Reports To: Office Manager

Jackson Walker, the largest law firm in Texas, has an exciting full-time employment opportunity for an Office Assistant in our Houston office. The Office Assistant is responsible for a variety of administrative duties and maintains positive contact with attorneys and support staff and observes confidentiality of personnel and Firm matters.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Specific duties of this position include, but are not limited to:

• Provides support to the Office Manager as needed.
• Enters all Emburse reimbursements and makes travel arrangements.
• Processes all Notary Applications and renewals.
• Processes data entry utilizing the Firm’s HRIS System.
• Day-of support for any on-site interviews.
• Assists with maintaining personnel files.
• Maintains office documents uploaded to the JWConnect city page.
• Ensures all information in JWConnections is accurate.
• Updates phone list and office maps on a monthly basis.
• Covers the reception desk when needed.
• Coordinates secretarial, reception desk and Document Specialty Services coverage.
• Tracks non-exempt staff attendance and approves all department timecards.
• Schedules all new hire orientation and conducts orientation for all positions.
• Assists with office events throughout the year, including holiday parties and Staff Appreciation Week.
• Confirms appropriate evaluation forms are sent monthly.
• Creates a quarterly office newsletter to be distributed to the office.
• Performs other related duties as assigned.

QUALIFICATIONS:

• Must work well under pressure, be a problem-solver, and a team player.
• Ability to work independently.
• Multi-task oriented, resourceful and creative.
• Strong customer service attitude required.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Interpersonal skills necessary to communicate with employees at all levels with courtesy and tact.
• Proficient with MS Office – Word, Excel and PowerPoint.
• Ability to communicate effectively in person, over the phone, and through written correspondence.
• Ability to use a computer, keyboard, and other standard office equipment.
• Ability to review and interpret documents and data, with or without reasonable accommodations.

Education:

• Bachelor’s degree from an accredited college or university preferred; high school diploma or GED required.

Experience:

• Minimum of 3 years’ experience in a law firm or professional services office.
• Prior HR experience preferred.

Working Conditions:

This role operates in a professional office environment with little exposure to excessive noise or temperature. The position follows a hybrid schedule, requiring 4 days per week in the office and one day per week remote.

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, veteran status, sexual orientation, gender identity, pregnancy, genetic information, or any other characteristic protected by applicable federal, state, or local law and will not be discriminated against on the basis of disability. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job-related factors.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

If you require a reasonable accommodation to complete the application or interview process, please contact us at BusinessProfessionalRecruiting@jw.com