Baker Botts is hiring: Legal Secretary, Litigation in Austin

Legal Secretary, Litigation – Baker Botts

Baker Botts, a full-service, leading international law firm, is seeking a Litigation Legal Secretary to provide confidential administrative and document processing support to a group of attorneys and/or paralegals. The position is a full‑time, non‑exempt role based in Austin, TX with excellent benefits and a competitive salary of $65,000–$90,000 per year.

Essential Duties And Responsibilities

• Provides confidential administrative support, including composing and preparing documents and correspondence.
• Establishes, maintains, processes, and/or oversees electronic files, correspondence, databases, records, certificates, and other documents.
• Prepares complex legal documents and correspondence requiring knowledge of legal terminology and advanced formatting skills.
• Schedules appointments and maintains calendars; coordinates meetings, conferences, extensive travel, lodging, transportation, and meal arrangements.
• Coordinates outsourced copy jobs and provides photocopying and/or scanning of correspondence and documents.
• May require lifting and carrying file folders without assistance.
• Handles incoming and outgoing correspondence, including mail, emails to clients, faxes, hand deliveries, and FedEx shipments.
• Drafts, edits, and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, emails, memos, itineraries, etc.
• Answers telephone calls and delivers accurate and timely messages.
• Reviews and revises monthly proformas; prepares correspondence for each draft; submits revised proformas and draft letters to lawyers for approval; submits to accounting for final invoices; mails, emails, or e‑submits specific invoices to clients.
• Occasionally inputs attorney time using the firm's time entry software.
• Interacts with clients, vendors, attorneys, and staff to maintain good relations.
• Maintains workstation and surrounding area, which may require lifting, squatting, kneeling, or bending.
• Closes files per lawyer requests in firm software (currently NBI).
• Reconciles and submits travel, client development, and client expenses for reimbursement via Chrome River; reconciles AMEX statements for all assignments.
• Performs other projects assigned by the Partner in Charge and Office Administrator.

Qualifications

• High School Diploma required; some college and/or PLS Certification desirable.
• At least three years of related office experience directly related to the duties and responsibilities specified.
• Knowledge of legal terminology and procedures.
• Ability to gather data, compile information, and prepare reports.
• Strong organizational and records‑management skills.
• Ability to communicate effectively and with tact and diplomacy, both orally and in writing.
• Ability to maintain confidentiality of all information.
• Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Advanced computer and software application skills; proficiency with Microsoft Word, Outlook, Excel, and PowerPoint is required; proficiency with FileSite document management is a plus.
• Proficiency with e‑filing in federal and state courts is desired.
• Ability to proofread typed material for grammatical, typographical, or spelling errors.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Must be able to work at a computer for considerable periods of time.
• Position is full‑time with a five‑day workweek and standard hours as outlined in the firm policy manual; additional hours may be required to meet deadlines.

Extent of Contact

• Extensive daily contacts with lawyers, staff, and colleagues in the local office and firmwide.
• Moderate to high degree of contact with clients and lawyers in other firms.
• Occasional contact with vendors, legal associations, and publications.

Physical Demands

• Moderate physical activity; must be able to work at a computer for considerable periods of time.
• On occasion may have to lift and carry file folders weighing up to 20 pounds.
• Position requires some telephone use.
• Must be able to lift, squat, kneel, and bend.

Working Conditions and Environment

• Work is normally performed in a typical interior/office environment.
• This position may be hybrid, requiring a minimum of four days per week (or at least 80%) in the office, with up to one remote day per week.
• Must be available to work overtime, including weekend hours, to meet deadlines or peak workload; willing to adjust schedule as needed.
• Must be able to perform essential duties with time constraints and frequent interruptions.

Baker Botts L.L.P. is an equal‑opportunity employer and considers all qualified applicants for employment without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information, or any other basis protected by federal, state, or local law.