Administrative Assistant
Kennedys Law - UK
Houston, TX
Description
We are seeking a detail-oriented and proactive Administrative Assistant to support our Houston and Austin offices with electronic document processing and general administrative functions. This role is primarily focused on document management and e-filing, while also providing administrative and operational support to Legal Assistants, Paralegals, and office operations to ensure continuity of workflow during high-volume periods.
This position is full-time, in our Houston office Monday-Friday, 9:00 AM – 5:00 PM.
Responsibilities
- Process incoming electronic documents and mail by downloading, renaming, and saving them to the correct iManage matter and subfolder
- Review legal and administrative materials to determine appropriate filing locations
- Provide calendaring and scheduling support
- Distribute incoming electronic mail and documents to assigned attorneys
- Ensure documents are filed promptly and are accessible where and when they are needed
- Maintain electronic files, ensuring they are consistently updated and well organized
- Provide as-needed coverage for Legal Assistants in both Houston and Austin to support workflow continuity
- Assist with case-related administrative tasks during high-volume periods
- Draft, review and notarize documents as needed
- Support office operations by assisting with sorting, logging, and distributing physical mail
- Provide limited facilities support as needed to maintain smooth day-to-day operations
- Manage inventory of IT equipment and office supplies
- Serve as reception support when required, including greeting visitors and handling incoming calls
Qualifications
- High school degree or equivalent
- Minimum of 2 years related law office experience and familiarity with legal terminology
- Strong proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook (iManage experience is a plus)
- Notary license preferred but not required
- Strong organizational skills and meticulous attention to detail
- Ability to manage time effectively and deliver high-quality work
- Proven discretion with confidential information
- Self-starter with the ability to work both independently and collaboratively
- Resourceful, proactive, and capable of anticipating needs and solving problems
- Strong communication skills, both written and verbal
- Openness to feedback and a willingness to continue learning and growing in the role
- Ability to retrieve and distribute files, mail, written documents, or office supplies weighing up to 50 pounds and ability to retrieve and replace objects from shelves of up to 8 feet high
- Work may occasionally require more than 40 hours per week to perform the essential duties of the position
FLSA Status: Non-Exempt
Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys.