Senior Executive Legal Assistant (Senior Specialist - Client Services)

Husch Blackwell LLP is a full-service litigation and business law firm with multiple locations across the United States, serving clients with domestic and international operations.

At Husch Blackwell we believe that diverse, equitable and inclusive teams lead to better outcomes. Husch Blackwell is committed to retaining, recruiting, developing, and promoting talented lawyers and business professionals with diverse backgrounds and experiences. We foster an engaged, diverse, and inclusive team culture of accountability and purpose that makes our Firm and our communities better.

Our firm is committed to attracting and retaining professionals who value each other and the service we provide by embracing Teamwork, Collaboration, Client Service, and Innovation.  If you are a motivated professional looking for a long-term fit where you can grow in a role, and will be valued and empowered, then we invite you to apply to our Senior Specialist - Client Services (Senior Executive Legal Assistant) position in our Austin, TX office. This position will work onsite at least 3 days per week. 

The Senior Specialist - Client Services (Senior Executive Legal Assistant) is responsible for providing point of contact executive administrative support to high revenue generating attorneys, ensuring seamless daily operations and enable attorneys to focus on client service and business development. This role will be responsible for successfully managing multiple projects and priorities, including delegating specific duties to other teams. This role works within a Team, sharing overflow responsibility and support to all timekeepers assigned to the team when there is capacity. Further responsibilities will include communicating effectively, courteously, and professionally with clients, visitors, staff, and timekeepers. Executive level attention to detail, good grammar, spelling, and proofreading, as well as strong technical and organizational skills are required. Essential functions include:

Primary 

• Coordinates all workflow for assigned attorneys, delegating specific tasks to other teams,
• including follow up and quality control.
• Coordinate client communications, manage sensitive information, and serve as a liaison between attorneys, clients, and internal departments.
• Proactively anticipate the needs of attorneys, manage priorities, and resolve administrative challenges with minimal supervision.
• Support business development initiatives, including coordinating events, preparing pitch materials, and maintaining client databases.
• Calendar and schedule management: Assists in coordinating attorney’s calendars, and meeting arrangements.  Makes travel arrangements and prepares itineraries.   
• Project management: Coordinate and track ongoing projects, ensuring deadlines and deliverables are met; monitor project milestones, update status reports, and communicate progress to attorneys and stakeholders; assist with the preparation of project plans, timelines, and resource allocation.
• E-mail management: Proactively manage attorneys’ inboxes, prioritizing and flagging urgent communications; draft, review, and respond to emails on behalf of attorneys as directed; organize and archive email correspondence for easy retrieval and reference.
• Document management: Prepare, edit, format, and proofread legal documents, correspondence, and presentations with a high degree of accuracy; manage version control, file organization, and secure document storage in compliance with firm policies; facilitate the execution, filing, and distribution of legal documents.
• Processes new client/matter intake:  Prepares and processes new matter forms, requests conflict checks, and opens new files.   
• Coordinates accounting administrative functions:   Coordinates client billing matters, prepares billing letters and other requested client financial updates; assists attorneys with tracking and monitoring alternative fee arrangements; assists attorneys with automation, tracking and monitoring of matter budgets.  
• Works collaboratively in a team:  Proactively demonstrates effective teamwork and communication with team members and all Firm personnel. Actively participates in regular team meetings to discuss current projects and workflow. Takes personal responsibility for regularly exchanging information and training tips with team members for maximum job effectiveness. 
• Effectively uses workflow management software to log and manage workflow. 
• Handle special projects and other duties as assigned to support the efficiency and success of the attorneys’ practices.

Secondary (as capacity allows)

• Prepares documents: Types, transcribes, revises, and proofreads legal documents accurately, prioritizes assignments, and meets specific deadlines on projects.  
• Processes mail: Reviews and routes incoming mail and fax communications.  Prepares and processes outgoing mail and faxes, arranging for specialized mail or messenger services as required. Ensures that all attachments, exhibits, and enclosures are included.  Coordinates activities with the Office Administration Services or Administrative Resource Team as needed.
• Provides general administrative support: Maintains attorney contacts, tracks requirements and activity related to CLE and memberships.  
• Other:  Operates office equipment including PCs, printers, phones, copiers, facsimiles and typewriters.  Copes successfully with demands from timekeepers, remaining calm under pressure.  Conducts all business in a confidential manner.  Other duties as assigned.

PRACTICE GROUP SPECIFIC 

• Shows proficiently in the assigned Practice Specialty Center (each PST will have specific duties as it relates to the PSC)

Position Requirements

• Bachelor's degree with major coursework in a related field; or commensurate professional and educational experience required.
• 5+ years relevant experience providing comprehensive support to organizational leadership, preferably in a professional services environment.
• 3+ years relevant legal assistance experience required.
• Advanced proficiency in Microsoft Office Suite.
• Ability to handle confidential information of highest level.
• Minimum typing speed of 60 wpm; previous transcription experience preferred.

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. The Firm will provide reasonable accommodations as necessary to allow an individual with a disability to apply for and/or perform the essential functions of a position.  If you need assistance to accommodate a disability, please contact HR.

Please include a cover letter and resume when applying.

EOE/Minority/Female/Disabled/Vet. Principal Applicants Only.

#LI-Hybrid
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Qualifications Education Required Bachelors or better. Experience Required Relevant legal assistance experience Experience providing comprehensive support to organizational leadership Preferred Minimum typing speed of 60 words per minute. Proficiency in Microsoft Office Suite Experience in a professional services environment Equal Opportunity Employer
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