What are the responsibilities and job description for the Real Estate Legal Assistant (Dallas) position at Sheppard?
Sheppard, Mullin, Richter & Hampton, a global Am Law 100 firm, is seeking an experienced well-organized Practice Assistant based in our Dallas office.
Job Summary
The Practice Assistant will provide essential, high-level administrative and executive support to the Real Estate Practice Group managing a variety of tasks in a dynamic, high-pressure environment.
This role involves organizing, prioritizing, and coordinating multiple tasks to meet deadlines, handling responsibilities with professionalism, and maintaining confidentiality. Key duties include creating and managing new business intakes and engagement documents, entering timesheets, coordinating busy schedules, organizing meetings, making travel arrangements, and preparing correspondence. The Practice Assistant will interact with attorneys, management, staff, and external vendors, ensuring efficient communication and seamless coordination. Strong written and verbal communication skills, attention to detail, and the ability to adapt to changing demands are essential. A positive attitude and exceptional interpersonal skills will support effective teamwork and client interaction.
This position requires a reliable, self-motivated individual who can work independently, take initiative, and prioritize tasks. The ability to collaborate with firm personnel at all levels, engage professionally with clients and attorneys, and work productively under pressure is essential. Flexibility and availability to work overtime as needed will also be required to meet project demands. This role is suited for a detail-oriented, adaptable individual who thrives in a collaborative environment and effectively manages multiple priorities.
Essential Functions
A high school diploma or equivalent is required, plus substantial and relevant work experience. A bachelor's degree or some college is preferred. A secretarial certification or ABA-approved paralegal certification is preferred.
Computer/Software Knowledge
Must have proficiency in Windows 11, Microsoft Outlook, Excel, PowerPoint, Adobe Acrobat, Zoom, and Teams, and experience working with a document management system. Must be able to quickly learn new skills and systems.
Work Environment
Job Summary
The Practice Assistant will provide essential, high-level administrative and executive support to the Real Estate Practice Group managing a variety of tasks in a dynamic, high-pressure environment.
This role involves organizing, prioritizing, and coordinating multiple tasks to meet deadlines, handling responsibilities with professionalism, and maintaining confidentiality. Key duties include creating and managing new business intakes and engagement documents, entering timesheets, coordinating busy schedules, organizing meetings, making travel arrangements, and preparing correspondence. The Practice Assistant will interact with attorneys, management, staff, and external vendors, ensuring efficient communication and seamless coordination. Strong written and verbal communication skills, attention to detail, and the ability to adapt to changing demands are essential. A positive attitude and exceptional interpersonal skills will support effective teamwork and client interaction.
This position requires a reliable, self-motivated individual who can work independently, take initiative, and prioritize tasks. The ability to collaborate with firm personnel at all levels, engage professionally with clients and attorneys, and work productively under pressure is essential. Flexibility and availability to work overtime as needed will also be required to meet project demands. This role is suited for a detail-oriented, adaptable individual who thrives in a collaborative environment and effectively manages multiple priorities.
Essential Functions
- Format, edit, input, retrieve, copy, scan, manage, and transmit various forms of legal documents.
- Schedule and coordinate appointments, meetings, travel arrangements, and related planning.
- Conduct conflict checks and handle new matters, including preparing engagement letters and managing client and case documents.
- Work closely with attorneys and paralegals to prepare and file official correspondence using the Firm’s standards and procedures.
- Communicate regularly with the team. Double check work product before presenting to attorney for review and again before sending or filing.
- Must be available and able to work during core business hours.
- A minimum of 1-3 years in a professional environment.
- Proficiency in Microsoft Office Suite and the ability to quickly learn new software.
- Ability to handle multiple projects with changing priorities while working independently in a fast-paced environment.
- Ability to work overtime, evenings, and weekends, as needed.
- Ability to work independently and within a team environment.
- Possess excellent spelling, grammar, and punctuation skills.
- Strong attention to detail, ability to prioritize tasks, and excellent time management skills to meet deadlines.
A high school diploma or equivalent is required, plus substantial and relevant work experience. A bachelor's degree or some college is preferred. A secretarial certification or ABA-approved paralegal certification is preferred.
Computer/Software Knowledge
Must have proficiency in Windows 11, Microsoft Outlook, Excel, PowerPoint, Adobe Acrobat, Zoom, and Teams, and experience working with a document management system. Must be able to quickly learn new skills and systems.
Work Environment
- Working indoors with limited exposure to hazards (only those that customarily come up with working in a high-rise building).
- Indoor office work environment in a cubical or workstation.
- The current Firm policy is hybrid–working in the office a minimum of 3 days per week and working from home the rest of the week (subject to change).
- Overtime may be required as the job duties demand.