Administrative Assistant Job at IMS Legal Strategies in San Antonio

IMS Legal Strategies serves trusted law firms and corporations worldwide to elevate strategies and protect reputations. IMS provides comprehensive solutions for complex legal and business matters, including specialized advisory and analytical support, global expert witness services, data‑driven litigation consulting, powerful visual advocacy, and flawless presentation technology. As a strategic partner for the full case lifecycle, we work collaboratively with clients to uncover and analyze core arguments, develop a strong story around key themes, and deliver compelling presentations that reinforce the narrative.

IMS offers a fully integrated international team with decades of practical experience in more than 45,000 cases and 6,500 trials. We are driven to help clients overcome challenges and achieve the best possible results. Together, we win. Visit imslegal.com for more.

JOB SUMMARY

The Administrative Assistant provides comprehensive administrative and office support across the organization to ensure smooth, efficient operations. This role involves handling confidential and time‑sensitive materials, managing communications and schedules, maintaining records and office supplies, and assisting team members and leadership with various tasks in a professional and timely manner with accuracy and high quality. The successful candidate will adhere to the company’s core values, maintain a positive and professional demeanor, and actively contribute to team and organizational goals.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Serve as the first point of contact by answering and directing incoming telephone calls and greeting occasional visitors in a professional manner
• Coordinate scheduling of meetings and appointments; maintain and monitor the office meeting room calendar
• Prepare conference rooms, offices, and hospitality amenities for depositions and various meetings
• Manage procurement and replenishment of office supplies, oversee office services and amenities, and place orders and manage vendor relationships
• Order and distribute office supplies for remote employees to ensure consistent support
• Maintain and organize filing systems (digital and/or physical), ensuring records are accurate and current
• Provide general administrative support to leadership, staff, and other departments as needed
• Process, sort, and direct company mail; managing all inbound and outbound deliveries
• Willingness and ability to serve as a notary public both in person and remotely (or obtain notary certificate if not already certified)
• Act as travel manager via the IMS travel management system by establishing profiles for new employees and facilitating travel logistics as needed
• Maintain confidentiality of sensitive information and exercise discretion and professionalism in all interactions
• This job description is not exhaustive and may be supplemented as needed to meet the needs of the organization

SKILLS & EXPERIENCE

• Minimum of three (3) years of administrative support experience in an office environment
• Demonstrated ability to work autonomously, with minimal direct supervision
• Strong organizational skills with an ability to prioritize tasks and manage multiple deadlines in a fast‑paced setting
• Excellent verbal and written communication skills
• Proven track record of maintaining discretion and confidentiality when dealing with sensitive materials
• Professional demeanor, high attention to detail, and strong problem‑solving skills

EDUCATION & TECHNICAL REQUIREMENTS

• High school diploma or equivalent required, Associate or Bachelor’s degree in business, administration or related field preferred
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with standard office equipment and procedures
• Experience with calendar management, travel booking systems, and basic record‑keeping is preferred
• Familiarity with standard office equipment and procedures

LOCATION

• This position is 100% in the office, 5 days a week. Qualified candidates must be based in the San Antonio, TX area.

OUR EMPLOYER VALUE PROPOSITION INCLUDES

• A competitive compensation package with 401K match
• Flexible PTO and 12 paid holidays
• Robust Health & Welfare Benefits including medical, dental, vision, HSA, short term disability, long term disability, and life insurance, all with generous company contributions
• Career development programs supported through an integrated Learning Platform
• Talent Identification Program to recognize and reward our high performing, high potential team members through career growth opportunities and unique development experiences

IMS Legal Services is an equal opportunity employer that is committed to inclusion and diversity. We take affirmative action to ensure equal opportunity for all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, Veteran status, or other legally protected characteristics.