Administrative Assistant Jackson Spencer Law, pllc Addison, TX Job Details Full-time $23 - $29 an hour 1 hour ago Benefits Health insurance Dental insurance Paid time off Vision insurance Professional development assistance Life insurance Retirement plan Qualifications Teamwork Microsoft Outlook Slack Research High school diploma or GED Video conferences (communication methods) Office experience Full Job Description Position Overview The Administrative Assistant provides high-level administrative and support to all departments of Jackson Spencer Law (the "Firm"). The position writes communications, keeps calendars, organizes meetings and firm events, performs light word processing, keeps documents organized on the file management system, and similar tasks. Success requires exceptional discretion, sound judgment, strong follow-through, and the ability to anticipate needs in a fast-paced legal environment. General Expectations Employees at Jackson Spencer Law are expected to: Communicate professionally, clearly, promptly, and respectfully with attorneys, staff, clients, vendors, neutrals, and other external contacts. Protect confidential, privileged, personnel, client, and business information at all times. Exercise good judgment, ask questions when direction is unclear, and escalate time-sensitive or high-risk issues promptly. Maintain strong organization, attention to detail, accuracy, and a consistent sense of urgency. Follow Firm policies and procedures, meet deadlines, and use approved technology to improve efficiency. Monitor Firm communication platforms regularly and acknowledge assignments and requests promptly. Contribute to a respectful, collaborative work environment and build effective working relationships across departments. Key Responsibilities Provide administrative support to every department of the Firm, especially the Managing Partner, including tracking requests, priorities, deadlines, and follow-up items. Prepare, format, revise, proofread, and finalize legal documents in Microsoft Word, including setting up pleadings, applying court-compliant formatting, creating tables or contents and authorities, managing styles and pagination, and preparing documents for filing. Maintain organized electronic files and ensure documents and correspondence are named, saved, and shared according to Firm procedures. Manage and maintain executive calendars, including meetings, deadlines, travel-related items, arbitrations, and other important events. Assist with special projects, firm functions, research, data entry, and other administrative or legal-support assignments as requested by Firm leadership. Confirm meetings and critical calendar events in advance; verify the date, time, time zone, attendees, location or provide virtual link, purpose, and required materials. Identify scheduling conflicts, missing information, and deadline risks early, and coordinate changes with the appropriate participants. Prepare meeting agendas or materials when requested, send reminders, and track follow-up assignments through completion. Coordinate arbitration scheduling with attorneys, clients, opposing counsel, arbitrators or arbitration administrators, witnesses, court reporters, and vendors, as applicable. Maintain complete arbitration details, including governing forum, case number, contacts, time zones, hearing format, location or access link, deadlines, fees, and required submissions. Send confirmations and reminders, monitor for changes, and immediately communicate cancellations, rescheduling, or other material updates to the appropriate team members. Organize and maintain assigned email inboxes by filing, labeling, archiving, flagging, and prioritizing messages according to established preferences and Firm procedures. Identify messages requiring action, track outstanding responses, and provide timely reminders so important communications are not overlooked. Save significant emails and attachments to the appropriate matter or administrative file and safeguard privileged and confidential communications. Run conflicts checks Qualifications High school diploma or equivalent required; associate or bachelor's degree, or legal administrative training preferred. Three or more years of administrative, executive-assistant, legal-assistant, or comparable fast-paced office experience preferred. Advanced proficiency with Microsoft Word and proficiency with Google Docs, including document formatting, styles, tables, headers and footers, pagination, track changes, and PDF conversion. Proficiency with Slack and document-management platforms such as Box, or the ability to learn them quickly. Strong working knowledge of Microsoft Outlook or Google Calendar, email organization, virtual meeting platforms, and shared-file systems. Excellent written communication, grammar, proofreading, organizational, and problem-solving skills. Demonstrated ability to manage multiple priorities, meet deadlines, maintain accurate calendars, and follow through without repeated reminders. Ability to work independently and collaboratively, receive feedback professionally, and adapt to changing priorities. Ability to maintain confidentiality and exercise discretion when working closely with Firm leadership.

Pay:

$23.00 - $29.00 per hour

Benefits:

Dental insurance Health insurance Life insurance Paid time off Professional development assistance Retirement plan Vision insurance

Work Location:

Hybrid remote in Addison, TX 75001